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Home My WebLink AboutMinutes 2001-2005EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, January 24, 2001 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Hollis Settles (Chair); Haltie Rosen (Vice -Chair); Jason Nehal, Michael Cervantes, Leo Kirwan, Barry Slavis, Leonard Stein, Nancy Bailey and Mavis Hagemann STAFF PRESENT: Paula A. Haynes, Dorothy Thrower, Michael Redmond, Lisa Allen and Rafael Molkwy GUESTSIVISITORS: Christina Ko — NU Medill School of Journalism and Amad Rizld - Resident Chair Settles called the meeting to order at 7:10 p.m. I. DECLARATION OF QUORUM A quorum was declared. It. INTRODUCTION OF GUESTS AND VISITORS The visitors introduced themselves. Ms. Christine Ko is a Journalism student at Medill School ofJournalism, NU and Mr. Janad Rizki is a resident who gave a presentation to the Commission. Ill. INSTALLATION OF NEW OFFICERS The electron for new officers took place at the November 29, 2000 meeting; Chair Settles will remain as the Chair and Commissioner Rosen was elected as the Vice -Chair. IV. APPROVAL OF MINUTES — NOVEMBER 29, 2000 Commissioner Kirwan moved to approve the November 29, 2000 minutes. Commissioner Cervantes seconded the motion. Commissioner Nehal requested that the minutes reflect he was present at the November 29's meeting; Commissioner Kirwan requested that his last name (Kirwan) be spelled correctly throughout the minutes. Commissioner Rosen indicated that the spelling of Commissioner Slavis' name on page 3 (Slavin) is mis-spelled and should be corrected. There being no further corrections, the minutes were unanimously approved with the noted corrections. • V. INFORMATION ITEMS A. Junad Rizki Mr. Ri*i appeared before the Commission to present an issue involving School Districts 65 and 20Z, whom he believe are violating the Civil Rights Act, which prohibits discrimination based on race, color and national origin. He stated that he could file a complaint with the U.S. Department of Education's Civil Rights Office in Chicago, however, he chose to bring the matter before the Human Relations Commission; they can decide whether they want to investigate the matter or respond to it in some way. Mr. Rizki stated that his concern is that Northwestern and the School District arc creating a program called "Gap" which allows for the participation of only third grade minority children; there is no criteria other than race and income to select the children. The program is an experimental endeavor that is being co -funded by both educational systems (NU and the School District). He stated that although the high school states that it wants to raise the Ievel of achievement for minority children, he does not believe it should be done through separate HUMAN RELATIONS COMMISSION MINUTES ,January 24, 2001 Page 2 of 7 programs. He stated that he has no objection to the program but rather to the recruitment process. if the program included other lower achieving groups he would not have a problem with it because income is not a criteria that violates the law. Mr. Rizki stated that he gave Ms. Haynes a copy of the proposal which was made available for the Commissioners. He acknowledged that he would not consider the "GAP Program" unfair if the term "minority" was excluded and it included students who fit the criteria even if they all ended up as Slack, Hispanic or Asian students only. Commissioner Cervantes stated that the program is specifically oriented to select high Achieving minority students who have the potential to excel in math and science and to provide support mechanisms to make sure they succeed in the higher level programs. Commissioner Hagemwm stated that District 65 has been trying for several years to implement such a program and now District 202 is doing it. As a result of the discussion, Commissioner Cervantes nso►ed that Mr. Rizb's issue be assigned to the F,dwation Committee in order to conduct a preliminary imestigation with School Districts 65 and 202 and return theirfndings to the Commission; that the Commission supports the intent of the program, honvver. question have beers raised regarding the specificity of mbority status and the Commission is seeking clar fiicarion before it taker a posaim an this mailer regarding the approach that is being taken Commissioner Rosen seconded the motion. Chair Settles stated that if the goal of the Plan is to narrow the achievement of minority students, he views the overall intent as a way to elevate minority students; certainly the Administrators and the School Board would not implement a plan that has racial overtones. He stated that he believes the program should be allowed to continue to see what the final makeup is. Commissioner Stein stated that if there were an application for a federal grant it would not be given if the program violates civil rights statutes and that he did not see any problem with the research efforts by NU. Commissioner Stein moved that the Commission oppose Commissioner Cervantes' motion. The vote to approve Commissioner Stein's motion was opposed 7-2 Chair Settles requested that the Education Committee begin their investigation immediately so that they can inform Mr. Rizki of their findings. B. Committee Reports 1. Executive Committee The Executive Committee did not have a report Chair Settles stated that the City Council passed the Panhandling Ordinance &-1 on Monday, January 22', which raised concerns prior to its passage and continues to date; the Commission might look at this issue. He stated that recently there have been a couple of issues regarding Policelcommunity relations that have occurred in Evanston during the past several weeks, which he believes warrant some discussion. Both of these issues are placed under "Quality of Life Issues" which he would like to re -visit sometime this year. 2. Education Commissioner Rosen stated that membersof the Education Committee attended the recent School District Strategic Planning meetings. Since District 65's hiring of Dr. Murphy as Superintendent they have begun developing a Strategic Plan and are making every effort possible to include members of the community. teachers, administrators, etc. A series of meetings have been sponsored and a member of the Education Committee has attended all of them except the one that took place on January 2&. She staled that hair Settles attended the first meeting, she attended the second, and Commission Stein attended the fourth meeting on Sunday, January 21'. People who attended the meetftV were placed in groups that had facilitators. They were asked to develop challenges that they saw facing the School District which were communicated back to the larger group. The last meeting will take place on Saturday, February 3rd; she encouraged everyone to attend because it will be a town hall meeting and school board members will be there. Commissioner Rosen stated that she thought the meetings were a worthwhile effort; the issues that came up in all of HUMAN RELATIONS COMMISSION MINUTES January 24, 2001 Page 3 of 7 her group meetings were very similar, i.e.. the achievement gap, the physical condition of the building, treatment of teachers. the gifted programs, etc. She stated that Commissioner Stein commented to her that there was no effort by the School District to rind out who attended these meetings. There were no sign -in sheets that they could used to invite people if a second series of meetings were planned. 3. Housing Committee The Housing Committee was unable to meet as planned. However, Commission Nehal stated that it is his hope that the Housing Committee will be able to conduct a meeting with the landlords regarding the Residential Landlord Tenant Ordinance (RLTO), for some type of resolution and to find some other issues that are housing related that the Cormission can get involved in. Ms. Haynes stated that staff is associated with a north suburban housing group who is currently working on some Section 11 issues that includes elected officials and other individuals from the county and federal government- She would like to coordinate a meeting with the Housing Committee to make them aware of the issues they have been working on. Also since the Housing Committee did not have an opportunity to meet, Ms. Haynes, Ms. Allen. and Mr. Moiinary met to discuss how the Commission should/need to proceed with the RLTO. Following are the issues that were discussed/addressed at that mating. What doer the Commission need to do regarding the proposed RLTO? (1) The Commission needs to have some type of reaffirmation of need to enforce the RLTO and the amendments that are being proposed; (2) The Commission needs to exhibit the commitment necessary; and (3) The Commission needs to carry out the directives that it received from the Planning and Development Committee (P&D), i.e., establishing regulations that adequately address the needs of landlords and tenants. NOTE: The November 29, 2000 minutes addressed assembling landlord and tenant discussion groups to accomplish this issue. Ms. Haynes stated that February 15' and 22' (Thursday evenings), were the dates identified for the meetings that will take place at the Civic Center in the Parasol Room. Departmental records can be used to identify/solicit both landlords and tenants. Community groups and organizations should be invited and a general invitation can be placed in the Evanston Review and The Roundtable newspapers. She discussed the format that will be used once the groups have been assembled to obtain information that will be forwarded to the Housing Commission for their review and subsequent approval. The Human Relations Commission would then prepare a report and have the Law Department put the proposed amendments in place. Ms. Haynes stated that she would like to submit the information to P&D in April, Commissioner Stein agreed to work with the Housing Committee and staff in this endeavor. The public hearing transcript elicited some discussion regarding the misinterpretation or mis-information regarding the proposed amendments from landlords/property owners. Many of the complaints that they talked about did not involve Human Relations enforcement's of the RLTO. Commission Rosen suggested that the information presorted to the Commission regarding the tasks involved with the discussion groups be assigned to the Housing Commission. The other Commissioners could show their support by attrnding those meetings. Commissioner Kirwan stated that the process used at the Commission's May retreat could also be used as a means of eliciting information from participants of the discussion groups, which could be rated in the order of importance. Ms. Haynes stated that in order to achieve the directive that P&D issued to the Human Relations Commission they have to hear what the landlords and tenants believe are the problems. The overall objective is to demonstrate to P&D that I HUMAN RELATIONS COMMISSION MINUTES January 24, 2001 Page 4 of 7 based upon the information received from these groups there should be some enforcement. She stated that it is very important for the Commissioners and staff to review the transcript and identify those areas of mis-information or mis- understanding and address them. Commissioner Cervantes stated that he did not review the entire transcript from the public hearing however, the following issues appear to be of primary concern to the landlords/property owners: (1) Who should be responsible for enforcement? He stated that it appears that the standards set forth in the RLTO seem to influence their view of the Commission. Commissioner Nehal stated that 90 percent of the concerns that landlords related were Property Standards issues and that they (landlords) were not very clear as to who will administer or be responsible for the Adjudication Process. (2) Specie business issues - (i.e. replacinglrepairing damaged property that could costly); (3) Bias - (the Commission is perceived to be bias in favor of the tenants. A tenant organization no longer exists as it did when the RLTO was originally passed and landlords feel the Commission is speaking for tenants; and (4) No one is addressing what is good for the community with data (is enforzwmw needed or not?). He stated that if the Commission wants the RLTO passed, all of the issues that he referred to have to be addressed. Chair Settles asked when can the first discussion group meetings) be scheduled? Vice -Chair Rosen stated that it has been suggested that the first meeting for the tenants and/or landlords take place on February 15`, with the hope that the Housing Committee will meet prior to that date. She commended Ms. Haynes and staff for preparing procedures regarding the RLTO and presenting them to the Commission which made the discussion much easier. The Housing and the Education Committee members agreed to meet briefly after the meeting to establish their next meeting date. C. FY 2001-02 Budget Ms. Haynes provided an update on the budget in her written Director's Report. She stated that the budget hearings will take place every Saturday morning in Council Chambers, beginning at 9:00 am. The Aldermen have not given any indications regarding items they would like to we memoved/added to the budget which must be approved by March I". Vl. DISCUSSION ITEMS A. Committee Assignmetits Ms. Haynes cited the following information from the By-law: "The members of the E t-uriw Commhtee shall consist of the Chair or Co-chairs, the Vice -Chair (in the case where them are no Co-L'hairs) and the Executive Director; it shall be chaired by the Chair or the Co-chairs of the Commission". It was established that the members of the Education Committee are: Commissioners Rosen, Hagm=m, Kawttt and Slavis. The Housing Committee members are: Commissioners Bailey, Cervantes. Nehal, and Stein. Cominissioner Stein encouraged the Committee members to be more responsible for tasks that are assigned to them rather than relying on staff to the majority or sometimes all of the work. Ms. Haynes stated that sometimes staff is involved in matters that the Commissioners are unaware of that could possibly have an impact regarding issues that are presented to them. She asked the Commissioners if they had any objections to a staff person being assigned to each one the committees? The majority of the Connnissioners welcomed the idea. Commissioner Cervantes stated that he objects to staff being officially designated to a Committee because there may be meetings when they want to discuss specific issues and do not want to share them with staff immediately. However, when they need staffs input or assistance, Ms. Haynes will be notified of such and she can designate the appropriate person. Ms. Haynes stated that according to the Open Meetings Act, the Committee meetings are be open to the public and minutes should be recorded if tlxre are matters that the Commissioners do not waist inchuied in the meeting minutes they have the option of going into an Executive Session. Vice -Chair Rosen stated that she disagreed HUMAN RELATIONS COMMISSION MINUTES January 24. 2001 Page 5 of 7 with Commissioner Cervantes because as a volunteer and a lay person, it is her experience that often time staffs input is required in some meetings in order to act or proceed with certain issues. She stated that she would rather risk insulting staff by asking them not to attend a meeting because there may be private discussion involving staff or some other issues, as opposed to having a lack of information. Commissioner Stein moved that the Commission request the Executive Director to 'assign a staff person to each Committee. Commissioner Cervantes stated that since the Commission is developing a Strategic: Plan. perhaps the issue of designating staff persons to Committees could be implemented in the Plan. Chair Settles called for a second to Commissioner Stein's motion. Commissioner Hagemanst seconded the motion. Commissioner Nehal stated that he agreed with Commissioner Cervantes because there are a number of ways to solve the issue of staff being designated to Committees. The vote on the motion was that 7 approved, [ nFpossd and 1 abstained. The Chair deferred to agenda Item VII. COMMUNICATIONS AND ARTICLES because Commissioner Cervantes' presentation of the Strategic Plan was going to take approximately forty-five minutes. Vl. COMMUNICATIONS AND ARTICLES The Commissioners complimented Ms. Haynes on her written Director's Report. At Commissioner Cervantes' request, she provided some information regarding the experiences that city staff has encountered that involved Reverend Walter Armstrong who is a landlord in Evanston. Recently Ms. Haynes and her staff were: successful in getting him de -certified as a holder of Section 8 certificates which is effective for the next three years. It was requested/suggesied that Ms. Haynes include more details or be morn descriptive on the kinds of cases that staff address. An in-depth discussion took place regarding a letter from a resident alleging discrimination against Giordano's Pisa who refused to deliver to his area of town. Ms. Haynes explained the steps she has taken thus far in response to the complaint. Commissioner Cervantes expressed concern regarding Ms. Haynes' order of contact. He felt she should have contacted Elie restaurant owner before writing a letter to the corporate office, Ms. Haynes stated that she felt her actions were appropriate and that she has requested the owner to respond and schedule a date to meet in order to address a resolution. Chair Settles gave Ms. Ha%mes a copy of a letter that he received from two women who had a similar comptaint against Giordano's that occurred in December, 2000; they to addressed their letter to the corporate office. Ms. Haynes recommended that the report entitled: "Human Relations in Metroplitan Chicago 20W - that the Commissioners received. become a discussion item for the Commission because it contains information that is relevant to the community and they need to determine a way to summarize it for the City Council. One of the Canrmission's charges is to keep the Council aware of race, cultural, and religious issues. Commissioner Cervantes requested that the memorandum regarding "White Power Music" that Ms. Haynes attached to her Director's Report be placed on a future agenda fbC discussion. S. Strategic PIan The issue of preparing a Strategic Plan was assigned to Commissioner Cervantes, Ms. Haynes, and Vino -Chair Rosen The purpose of the presentation was to report their findings and recommend an approach to the Commisioners and staff. He stated that in order for the Strategic Plan to work there needs to be participation from the Commissioners, staff and the community. He asked for additional input. Commissioner Stein asked Commissioner Cervantes to define Strategic Plan as it pertains to the Commission. Commissioner Cervantes stated that this Plan is a process by which differences can be identified as to who the Commission would Idce to be versus where they are; those differrrtces become the basis for identifying various strategic issues. The following is an outline of the Strategic Plan: HUMAN RELATIONS COMMISSIONT MINUTES January 24, 2001 Page b of 7 STRATEGIC PLAN Why do we need a Strategic Plan? -Governance — Future Boards (What is the role that the Board, Executive Director, staff, etc., which is not only important for the present but for future boards); -Establish and reinforce responsibility; -New business (i.e., the Commission's meeting agenda; identifying places that the Commission should be going or things they should do be doing); -Clarify roles -identify mources/budget for the ftmsre; • Who should be involved? -Staff, Board, and the Community (Ilse Executive Director has a triple role in that she is a staff person, an active member of the Board and a liaison between the Board/Cominunky; need to find out who the community is and what is tiro most effective way to access theca to be a part of the process); -Politicians • What are the steps involved? -Develop a mission/vision statement - (A Five Step document was given to Commissioners and stag; -Information/data — (To what extent can the Commissioners ask staff to develop the kind of data needed to make sure every member is up to dace over the past 30 years which is part of the mission/vislon?); -History/continuity (Part of the mission/vision process); -Orientation (Getting new members up to speed in teams of what is going on and to incorporate their talents; *What art the lssuts/forces that are drk* the Five Step process and what are some of the forces that are stopping it from happening? -Staff time -On-going commitments -Resistance to change -Governance -Defensiveness -Appropriate data -Conflict Resolution -Approaches *Time Commitment by the Comwissioa -Retreat process -Homework The Plan is expected to be completed by the middle of October and can be presented and decided upon at the November Commission meeting. There should be some general goals that the project meet, i.e., an evaluation process. One additional commission meeting per month will be required to work on the Plan, starting in February. Prior to each meeting date, Commissioners and staff will have some homework that has to be completed. The first meeting will involve the development of a strong basis for a vision/mission statement and recognition for future time commitments. Commissioner Cervantes passed out a homework assignment for everyone and requested that it be completed for discussion at the February meeting. Ms. Haynes stated that February is going to be a very busy month for staff as they will be identifying landlords and tamts for the discussion groups. If thane are any substantial changes to the RLTO in the way it should be administerd, staff will have to put together an educational component for those individuals. Sometime within the next few months the Commission should have something to present to P&D and the City Council regarding the RLTO. Budget meetings are scheduled for every Saturday which has to be approved priur to March 1 ". She stated that she would prefer that HUMAN RELATIONS COMMISSION MINUTES January 24, 2001 Page 7 of 7 the first meeting for the Strategic Plan take place in March. It was agreed that the meeting will take place on March 7s at 7:00 p.m. VII. NEW BUSINESS Chair Settles requested that the passage of the "Panhandling Ordinance" is placed on the February 291 meeting agenda and that staff give a brief summary on that master. The Community Police issue will be placed on the March agenda. He requested that Ms. Haynes find out if the Police Chief or one of the Commanders will be available then and if so invite him to that meeting. Ms. Haynes stated that if the "White Power Music" is going to be put on the agenda as a discussion item, she would like to invite Devin Burkhart or someone from the Center for New Community to present a presentation. She will see when someone is available. She also reminded Commissioners of the Chicago Human Relations Commission Awards Presentation Luncheon that will take place the following day, Thursday, January 25* beginning at 12 noon. Vlll. ADJOURNMENT there being no further business Commissioner Nehal moved to adjomn the meeting at 11:25 p.m. Vice -Chair Roses seconded the motion which was Tnanously approved. Respectfully submitted by: r 'c I % �� • °' Dec I /L' EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, February 28, 20011 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT ............... Hollis Settles (Chair), Hallie Rosen (Vice -Chair), Leo Kirwan, Barry Slavis, Leonard Stein, Nancy Bailey and Mavis Hagemann COMMISSIONERS EXCUSED ............. Jason Nchal and Michael Cervantes STAFF PRESENT: ............................. Paula A. Haynes and Dorothy Thrower GUEST&MSITORS:.......................... Donna Stukert — Community Information Specialist/City of Evanston, Lauren Phillips — NU Medill School of Journalism, Junad Rizski —Resident and Christina Ko — NU Medill School of Journalism Chair Settles called the meeting to order at 7:10 p.m. 1. DECLARATION OF QUORUM A quorum was declared. Chair Settles announced that the Commission has established a protocol regarding how future Commission meetings will be conducted. He stated that guests and visitors who wish to make comments before the Commission will be allowed seven minutes to do so. The Commissioners will take ten minutes to discuss. comment or respond to questions or issues that are presented. if. INTRODUCTION OF GUESTS AND VISITORS The visitors introduced themselves. Ms. Phillips and Ms. Ko are Journalism students at Medill School of Journalism, NU and Mr. Janad Rizski is a resident of Evanston. Ms. Haynes introduced Donna Stuckert , the Community Information Specialist for the City of Evanston. Ms. Stuckert will be responsible for reporting on activities within the City government III. APPROVAL OF MINUTES — January 24, 2001 Chair Scales called for approval of the Janury 24. 2001 minutes. Vice -Chair Rosen moved to approve the minutes which was seconded by Commissioner Kirwan. Commissioner Stein presented a couple of cancans that he had regarding certain area of the mimrles and asked for clarification: He asked Vice -Chair Rosen to clarify her statement on page 3, second line i.e., "... the physicality of the building". Vice -Chair Rosen stated she was referring to "the physical condition of the building". Commissioner Stein stated that Commissioner Kirwan's statement on page 3, the last line, regarding the process that took place at the May staff retreat is unclear to hurt and requested that more information be provided Commissioner Kirwan stated that he could not respond fully to Commissioner Strin's concern at this meeting until he reviewed the January 24' minutes. An alternative was offered to strike Commissioner Kirwan's statement but after scone discussion the Commissioners indicated they wanted his comments to imam in the minutes_ Ms. Haynes requested that Ms. Thrower contact Commissioner Kirwan the following day so that he could amend his statement for the January 24.2001 minutes. Commissioner Stein stated that on page 5, Item VI. COMMUNICATIONS AND ARTICLES, line 12 should be a new paragraph. On page 7'under Strategic Plan, the statement, "the Executive Director has a dual role..." should be ooaocted to read: "the Executive has a triple role...". lastly, he referred to the bottom of page 6, Time Commitment By The Commission, the third line should read: "... one additional Commission meeting per month will be required". The minutes were unanimously approved with the noted corrections. IV. COMMITTEE REPORTS a. Education Committee (Members: Vice -Chair Rosen, Commissioners Hagemann. Kirwan, and Slavis) Vise -chair Rosen reported that the Education Committee met and discussed Mr. Rizski's concerns regarding the "Gap Program", which was a collaborative effort between Districts 65,202 and NU. She and Commissioner Hagemann spoke with Barb Hiller at District 65 regarding the program. Ms. Hiller explained that Black and Hispanic students have been under -represented in District HUMAN RELATIONS COMMISSION MINUTES November 29, 2000 Page 2 of 4 202's honor classes and ETHS requested a collaboration with District 65 to address this problem. The program will take place after school and on weekends. It relies heavily on parent and student commitmendinvolvement for its success. Since one of the District's goals is to promote high academic achievement for all of its students — especially minorities who have historically lagged behind in test scores. grades, and other indicators of academic success, the Committee supports this type of program . She stated that it specifically targets young minority students who have shown potential and a willingness to participate and it also involves teachers who want to make this happen; hopefully these students will be able to enroll in District 202's honor classes. Commissioner Hagemann stand that Ms. Hiller informed her that during her tm= at District 65, there has never been a program designed specifically for minority students as a means of achievement. She asked Ms. Hiller if she would consider the "Gap Prograrn" to be affirmative action. Ms. Hiller stated that she had not thought of it as such but she would consider the action to be affirmative for minority students. As a result of the Education Committee's report it was agreed that a document could be prepared indicating the Commission's support of the "Gap Program". Commissioner Havemann moved that a resolution be drafted staling the Commissions support for the wgW Froeraw " as outlined in tlrcir proposed document. Commissioner Stein seconded the oration which was unarrimously approved The Education Committee will work with staff to draft the language for the resolution. Commissioner Stein complimented the Education Committee members for their careful investigation of the information that was presented. Chair Settles and Commissioner Hagemann attended the School Board meeting in February where there was discussion regarding th District's strategic planning suggestion. Commissioner Hagemann stated that she hopes the suggestions will be addressed and acted on since the previous ones were not. b. Executive Committee (Members: Chair Settles, Vice -Chair Rosen, and Ms. Haynes) Vice -Chair Rosen reported that the Executive Committee met and discussed how future Commission meetings may be conducted in a more timely mariner. As a result of that mating, Chair Settles prepared a set of rules which will serve as protocol for future meetings. She stated that in addition to those rules, Commissioners are asked and expected to refrain from making repetitive comments or re -stating the same views that are made by someone else. In addition, the Commissioners are also asked and expected to be civil and respectful to each other during the meetings. Ms. Haynes stated that often time side bar conversations take place during the meetings, and should it become necessary for imdividuals to engage in them. she suggested that they move away from the We or step into the hail because the microphones are very sensitive and they pick up any addhio al feedback. Commissioner Slavis stated that he feels the Commissioners should be mom civil to each other and individuals should be recognized by the Chair before they start to speak. He staged that in the past he has wanted to comment or interject a thought but it was impossible to do so because there was no recognition of speakers. C. Housing Committee (Members: Commissioners Bailey, Nehal, Stein, Cervantes and Ms. Haynes) Ms. Haynes reported that the Housing Committee met and reviewed a document that Commissioner Stein prepared relative to the impending discussion groups for landlords and tenants, (i.e., the recommended amendments to the Residential Landlord and Tenor Ordinance). The document will be the histrtiment that will guide the participants through a problem solving exercise. It was agreed that Ms. Haynes would rewrite her comments relative to the document and make them available to the Committee members by Friday, February 220'4; this was accomplished. She stated that the Committee members were requested to provide their written comments to herby Monday, March 5°. These comments will then be forwarded to Commissioner Stein and incorporated into the rewritten HUMAN RELATIONS COMMISSIONMINUTES November 29, 2000 Page 3 of 4 document. Meeting dates for the discussion groups will not been established until the document is completely accurate d. Strategic Planning Ad Hoc Committee (Members: Commissioner Cervantes -Chair, Vice -Chair Rosen and Ms. Haynes) Commissioner Cervantes, Chairman of the Strategic Planning Ad Hoc Committee was not in attendance. Ms. Haynes reported that the Strategic Planning Committee meeting has been scheduled for March 7a at p.m. in Room 2402. The Committee members are scheduled to meet on Friday, March 2"regarding this issue. Vice -Chair Rosen stated that the Strategic Plan meetings will last for two hours (7.9:00 p.m.). The meetings will consist of one or two objectives that the Committee members would like to see completed. If the meetings tun beyond the scheduled time they will not proceed with another objective. She reminded everyone to bring their homework assignments to the March 7* meeting that was distributed at the January meeting. V. COMMUNICATIONS The following comments were made regarding some of the topics in the Executive Director's written report: Commissioner Slavis stated that with regard to the complaints that have been filed against Giordano's Pizza, it appears that driver safety in now their concern; discussion at the January meeting regarding the complaints filed were related to racial discrimination. Ms. Haynes commented that the Manager of Giordano's Pizza stated that driver safety is their primary concern because their delivery services are not discriminatory when it comes to a person's race. She stated that at her request, the Manager provided her with various documents that were thoroughly analyzed and her investigation has been completed regarding this matter. However, the finding have not yet been written. Ms. Haynes stated that the department will be sending letters to all of the restaurants in Evanston that provide delivery services, reiterating their responsibilities to individuals according to the law. It states that the Human Relations Commission and the Police Department will conduct a workshop on driver safety and address some other issues/concems received from some of the businesses. The letter also requests that the businesses develop written non-discriminatory policies for their employees and one(s) that will be posted for the public. The Police Department was unable to fund any police or incident reports substantiating the fear of drivers being robbed. She stated that during this entire investigatory process, she consulted with the Department of Justice and shared with them her actions and they have supported her throughout the process. Commissioner Stein requested that Ms. Haynes provide more information regarding "Walk-ins" which are listed in her report under Service Stags. He wants to know if the purpose of their visits are related to landlordltenant, fair housing, mediation, etc. He also asked Ms. Haynes to provide more information as to how the Commissioners might be of assistance with the Summer Youth Employment Program (SYEP). Ms. Haynes took a few minutes to explain the details of the SYEP Job Fair and thanked Commissioners Bailey, Vice -Chair Rosen, Hagemann and Chair Settles who have volunteered their tune in the past with this effort Commissioner Stein volunteered to assist with the Job Fair. Commissioner Slavis asked Ms. Haynes if there would be an opportunity to discuss the "White Power Music" after the presentation on March 7th? Ms. Haynes stated there would be. She explained that the purpose of the forum is to get the schools to support the PTSA's and this would be a good opportunity for the Commissioners and school officials to discuss the matter and determine if this is something they would like to pursue. The forum will take place on March 19' at 7:00 p.m. in the Parasol Room (46 Floor) at the Civic Center. She stated that the Commissioners could be responsible for registering individuals who attend the forum and this would also be an opportunity for them to meet other Commissioners from the Northshore. Chair Settles asked Ms. Haynes if this is really an important issue and will there be a follow-up forum on "Black Power Music"? Ms. 3 Haynes stated that perhaps that will be determined at the forum on March 19" . She stated that Bobbie Friedman from Wilmette, asked Devin Burghart from The Center for New Community to attend the last meeting of the North Suburban Human Relations Commission to discuss "White Power Music". As a result of that dialogue the regional commission felt this was a critical and important issue that some people may be unaware of and they felt the need to educate them. HUMAN RELATIONS COMMISSION MINUTES November 29, 2000 Page 4 of 4 Ms. Haynes stated that the Human Relations Commission and the Police Department are sponsoring a city-wide public forum on Thursday, March I, 2001 in Council Chambers from 7:00 p.m. to 9:00 p.m., to discuss how neighborhoods can learn to do problem solving in their arras. NEW BUSINESS a. Century Theaters Ms. Haynes stated that approximately two weeks ago she recched a copy of a police report describing an incident that occurred the previous weekend at the CenturyTheaters in Evanston; the police were called to remove several African American teenagers who were causing a disturbance. She stated that she intends to contact the management of the theater to arrange a meeting to determine if the Commission might be able to assist them with any 4sues'problems such as the one stated in the police report She invited interested Commissioners to accompany her. Commissioner Strict stated that he would like to attend that meeting if it ekes place. Chair Settles stated that he foresee this matter becoming another "Quality of Life" issue in the future and, if there are no rules established and the ushers or managers are not properly trained to respond to problems at the theaters, incidents such as the one addressed in the police report will not be the Iast incident to take place there. Chair Settles asked Ms. Haynes to bring the Commissioners up-ta-da a on the status of the Panharidling Ordinances. Ms. Haynes stated that she was not prepared to give a report on the Ordinance because staff is not monitoring it to see if people have/am being ticketed. She stated that she will try to get some information as to its current stants, i.e., the number of citations if these am any. She satedthat a copy of the Ordinance will be obtained and mailed to the Commissioners prior to the March meeting. VI. OLD BUSINESS a. TAPAS Vice -Chair Rosen explained that the acronym TAPAS means Talking About Prejudice Amongst Us. It is a program that the Evanston Human Relations Commission co -sponsored with the Jewish Reconstsuctionist Congregation last year. The program was modeled after the Chicago Human Relations Commission's "Chicago Dirmers" where individuate met once a month. The TAPAS group members committed to meet three times last year. There were six groups that consisted of ten people each, who met in July, September, and November, with a closing program in December. She stated that she would like to get the programs started again this year with groups of new people to meet in the same months because this worked out very well. Vice -chair Rosen stated that she is seeking diverse groups of people in all areas. She asked the Commissioners for referrals. Ms. Haynes informed Vice -Chair Rosen that she will obtain a current roster of the members on the City of Evanston's Boards, Committees and Commissioners and requested that those individuals receive special invitations since they serve a diverse community. She stated that she could also place this information on the city web. Commissioner Kirwan suggested that personal invitations from family and friends who have participated in the group meetings is another way to get people involved. Vice -Chair Rosen stated that Commissioner Kirwan's suggestion was used the last time invitations were sent out. Commissioner Slavis asked Vice -Chair Rosen if there were any low-income individuals who participated in these group meetings? Vice -Chair Rosen stated that if he meant by socio-economic status, there were stone. She stated that if he had any suggestions how these individuals could be included she would like to discuss them with him. Commissioner Slavis stated that he would see how to inchtde low-income individuals based on their socio-economic status in these group meetings if they are interested and let her know. There being no further business, Commissioner Bailey moved to adjourn the meeting at 8,40 p.m. Commissioner Slavis seconde the motion which was unanimously approved. Respectfully submitted by: Date: EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, March 28, 2001 7:00 P.M. • Room 2402 APPROVED COMMISSIONERS PRESENT: Hollis Settles (Chair), Leo Kirwan, Leonard Stein, Nancy Bailey, Mavis Hagemann, Jason Nehal, and Michael Cervantes COMMISSIONER(S1 EXCUSED: Hallie Rosen (Vice -Chair) and Barry Slavis STAFF PRESENT: Paula A. Haynes and Dorothy 'Thrower GUESTS/VISITORS: Jane Jeffrey -Evanston Ecumenical Action Council Chair Settles called the meeting to order at 7:10 p.m. L DECLARATION OF QUORUM A quorum was declared. IL INTRODUCTION OF GUESTS AND VISITORS Ms. Jeffery stated brat she is a resident of Evanston. She had an assignment for the Evanston Ecumenical Action Council and wanted to observe the Commission meeting from her own perspective. III. APPROVAL OF MINUTES — FEBRUARY 26, 2001 Chair Settles called for approval of the February 28, ZOO I minutes. Commissioner Hagemann moved to approve the minutes which was seconded by Commissioner Nehal. Commissioner Stein requested that the following corrections are made: page 1, Item I11, third line from the bottom, "he" should be corrected to read: "Commissioner Stein"; page 2, first paragraph, third line, a dash should follow the word "success"; page 4, Item VI (a), second line, a colon should be placed after "Evanston"; and under the same item, next to the last line, the word "that" should be removed from the sentence, "She stated ..." Chair Settles requested that in the middle of page 2, before item (b), the stat=ent should be corrected to read: "Chair Settles and Commissioner Hagemann attended District 65's strategic planning meeting ..." There were no further corrections. The minutes were unanimously approved with the noted corrections. IV. COMMITTEE REPORTS a. Executive Committee (Members: Chair Settles, Vice -Chair Rosen and Ms. Haynes) Chair Settles reported that the Executive Committee met on March 26. They reviewed the agenda items and had a lengthy discussion on the perception of what the role of the Commissioners should be. He stated that Vice -Chair Rosen indicated she felt there are some Commissioners who are uncertain of their roles. The issue then became a question of what are the roles of other Commissions, Commissioners, and staff in other communities including City of Chicago. The Committee members decided the issue warranted follow up. Ms. Haynes stated that she believes the issue involves more than just the tole of the Commissioners but rather, what is the Commission and what should they be doing? Chair Settles stated that the Committee members will be seeking information and direction to clarify this matter; it is their intent to present a written report or recommendations to the full Commission. He requested that Commissioner Cervantes who is the Committee Chair of the Strategic Plan, participate in any meetings with the Executive Committee regarding this matter. Chair Settles also suggested that future Strategic Plan meetings be suspended until this concern is addressed. HUMAN RELATIONS CO."61M1SSION MINUTES March 28, 2001 Page 2 of 6 Commissioner Hagemannn and Commissioner Nchal stated that they thought the role(s) of the Commissioners/commission would be included in the process of developing a Strategic Plan. Commissioner Cervantes stated that he agreed with Chair Settles to temporarily suspend the Strategic Plan meetings until some clarification has been made regarding the roles of the Commissioners and staff. He stated that rather than meeting on April 4th, the next meeting should take place in May. Chair Settles, Ms. Haynes and Commissioner Cervantes will schedule a meeting date to discuss the aforementioned roles. Commissioner Stein asked what prompted or led to the notion that strategic planning was necessary for the Commission? Commissioner Cervantes explained that numerous ideas/asues evolved at the retreat in May 2000, regarding the Commission's priorities and what kinds of issues they should be responding to or involved in. He stated that it was determined that a plan of action needed to be established to serve as a directive for the Commissioners. Commissioner Kirwan stated that the plan would not be a set of rules tag follow but rather, a basic guideline to help new Commission members understand their duties and responsibilities. Commissioner Stein stated that he read the Enabling Ordinance that crated the Human Relations Commission at least three timers and his understanding of it is that the City Council has decided that the Commissioners as by citizens, have no legal authority. Staff is part of the city government and have some specific responsibilities that are outlined in the three Ordinances that have been assigned to them, either by the City Manager or the City Council. He believes that the Commissioners are a group of public relations individuals for staff, whether it be that of lobbyist or representatives at various meetings in whatever manner seems appropriate. No matter what the Commission conceives as crucial or important, the City Council has the ultimate legal authority in decision-makin& if the Commission disagree with the intents that the City Council has authorized them to fulfill, then they should recommend amendments to the Enablt- Ordinance. Commissioner Stein stated that he is by no means diminishing the importance of the Commissioners role, however, important that they communicate the basic idea behind the creation of the Commission and the staff. Ms. Haynes stated that the Commission does have some legal responsibilities and obligations that are set fortis in the Fair Employment Practices and Fair Housing Ordinances. With regard to the Fair Employment Practices Ordinance, individuals have the opportunity to appeal decisions that are made by staff. With regard to the Fair Housing Ordinance, the Commissioners could possibly become the determining body to hear complaints in lieu of the circuit court. Chair Settles talked further about the responsibilities of the Commissioners with regard to what is set forth in the Enabling Ordinance and the By-laws. He stated that ideas and issues should be perceived and formulated by the Commission and presented or recommended to staff as it sees fit. He further stated that he believes the Commission should have a role with limited oversight of staff. Commissioner Cervantes stated that he hopes the Executive Committee will be able to develop a proposal that includes several different perspectives and the Commission can decide which ones best represents what the functions of the Commission should be, even if additional legislation is required. He suggested that the Executive Committee be allowed to develop such a proposal. The minutes will reflect that there will not be a Strategic Plan meeting on Aprii 0. b. Education Committee (Members: Vice -Chair Rosen. Commiuioners Hagemmnn, Kirwan and Stein) Commissioner Haeemann moved that the resolution tits. Hm7ies nrenared starinr the Commission's sunnort of the "The Center for Talent Develooment Research Protect " be adooted The motion was seconded by Commissioner Stein and unanimously anaroved (The project was referred to as the GAP Program when Mr. Junad Riski initially presented the matter before the Commission at the January 24' meeting) Commissioner Hagemann reported that she attended a District 65 School Board meeting where the long Range Planning Committer presented their recommendations from the community. As a result of those recommendations, the Board created a goal that the lc Range Planning Committee disagreed with because they felt it did not trfku their actual findings regarding the 60/40 guidelines and the lack ofa school in Ward 5. The long Range Planning Committee was initiated to create a five year plan for the School District C. Housing Committee (Members: Commissioners Bailey. Nehal. Cervantes, and S(ein) HUMAN RELATIONS COMMISSION MINUTES March 28, 2001 Page 3 of G Ms. Haynes reported that Commissioner Stein has prepared a draft of the document that will be used as a problem solving tool for the landlord and tenant discussion groups to address the recommended changes to the Residential Landlord and Tenant Ordinance (RLTO). She anticipates the sessions with the landlords will take place sometime around the first part of May. V. DISCUSSION ITEM a. White Power Music Forum Commissioner Hagemann stated that she attended the forum and found it to be very revealing because she had no idea of the various kinds of music that was so explicitly Whute Po%rr. She stated that the music was very organized and consisted of country/westem, rock, pop, etc Ms. Haynes stated that the forum was relatively well attended, particularly by individuals who were invited from the Northshore communities as well as individuals from the Leadership Council. It was well covered by the media: The Chicago Tribune Newsaaner, The Ch o Sun Times Newsw oer and WBBM News Radio. CLTV and Channel 2 aired their coverage of the forum later that evening during their local news broadcasts. Ms. Haynes stated that the Regional Human Relations Council wants to make people aware of the White Pour Music and they are asking each Northshore Commission if and how do they want to address or respond to this music. She stated that the issue was open for discussion and asked the Commissioners for input,. Commissioner Cervantes asked Ms. Haynes what are the Commissions and other groups from the Northshore doing about this matter since they have identified the music and do not like it? Ms. Haynes stated that the Wilmette Human Relations Commission has worked with New Trier High School wbose students will be have an opportunity to attend the same forum that was presented in April at the Civic Center. The community of Lincolnwood is also having the founn presented in its schools for PTSAs because they feel parents need to be aware of the music. They are also wonting with various factions in the community to make this information available. 1 A lengthy discussion took place regarding this issue and following are summaries of the comments/concerns expressed by the Commissioners and Ms. Haynes. Commissioner Cervantes stated that it has been established that White Po►++er Metric is a concern for many parents and individuals. He is not suggesting that this Commission dismiss the issue, but once they do decide to address it, they have to be prepared to discuss complaints about music and other things that people are opposed to across the board. The Commission has to be careful that it is not determining and establishing what the moral descriptions are for the community. He stated that during the civil rights movements there was music that was considered insightful and hateful and had it not existed, civil rights legislation would not have been enacted. It is so easy to focus on something that one detest or dislike and personally feel that it is destructive but, one cannot always act on feelings without acting on the full continuum of what has made this country able to deal with some awful issues over time. Commissioner Cervantes stated that one of the reasons that we arc able to deal with those issues is because there is still an opportunity for things to exist that the rest of society detest. Ms. Haynes stated that the lyrics of White PonverMusic (music or written), practice and teach individuals to kilt maim, injure and/or do bodily harm to other human beings, i.e.. gays, Jews, etc. She stated that the Commission is not trying to censor the music or be placed in the position of making a moral judgement as to what is good, bad, acceptable or unacceptable for people, but it is merely acting as a conduit for the community; alter all, the Enabling Ordinance identifies the Commissioners as educators. Commissioner Nehal stared that in his opinion, complete neutrality pretty much becomes nothing more than exposure for people if some kind of opinion regarding an issue does or does not support the presentation; otherwise, people are being informed about the music and they can decide whether they want to hate other people or not, and he believes the Commission should not take that position. Chair Settles stated that he read some of the literature and attended the forum and feels that perhaps the issue may warrant a one day educational awareness campaign. He stated that any type of enticement can be placed on the world wide web or by other means to reach school children but the appropriate entity to target is the Internet. To single out or isolate music opens up a situation to other enticements. He asked to what extent do the Commissioners burden themselves with parenting roles because they cannot address all of the things that are enticing to young adults. Chair Settles stated that he gives today's youth more credit for not malting this issue a crusade and that they can make decisions for themselves. 4- + e HUMAN RELATIONS COMMISSION MINUTES March 28, 2001 Page 4 of 6 Commissioner Bailey stated that she prefers the terra "messengers" as opposed to the Commissioners acting as "parents". She stated that hate music is something that needs to be addressed by everyone but if there are individuals who are unaware of the it and stores who do not know they are selling this type of music, they need to be informed of such. Commissioner Stein referred to the earlier discussion regarding the role of the Commission. He stated that in addition to whatever this Commission is, it is a body for making judgments as to how people should be treated. During the past twenty-five years or so, considerable progress has been made in the areas or discrimination and efforts to address and+'or respond to it. He stated that he sees nothing wrong with an official government body addressing issues that urge violation of the law as being immoral and, he is prepared to stand up as a publicly appointed member of this Commission to support the notion that any 3anguage that urges violation of the law is immoral. Commissioner Nehal stated that he believes a major reason that law is codified and written as such, is to keep people from using moral judgment because it changes from person to person. First, if the Commission is talking about enforcing the law, keeping people within the law, or making personal judgments for people depending on where their moral compass is pointing, that is dangerous territory that the Commission should not get involved in. Second, if one wants to look at hate music, they need only to look as far as the Grammies where an individual received a Grammy Award this year for an album that included a song whose lyrics spoke of killing his wife and raping his mother. Commissioner Nehal stated that the Commission has to determine what they art talking about and how far do they want to get involved in this matter. Ms. Haynes stated that unless a person attended the forum to see the presentation in April, it is difficult to discuss the music and have a good understanding of what this issue is really about. Since the majority of the Commissioners did not attend the forum to hear the music, they art unable to discuss the music in the context of which this issue is being raised. She suggested that the Commissioners talk to some of the schools and agencies who have seen the presentation to find out their thoughts and what are they are going to do with information. She stated that today's youth art very different from youth of years ago which is evident by the violence that is taking pl. in schools and against each other. Ms. Haynes suggested that the Commissioners talk to the administrators at New Trier High School to find out why they do not have any fears or concerns addressing this issue. Commissioner Hagemann stated that in her personal opinion, the Commission does not have to do anything in Evanston at this time unless something comes up later because she believes Evanston's youth will not be attracted to the music. Commissioner Cervantes asked Ms. Haynes if there is some movement on the Northshore to do anything or is this an issue that only concerns a group of unhappy people? Ms. Haynes stated that there is a body of representatives from eight or ten communities that have come together to serve as a council for the Northshore. The former chair of the Wilmette Human Relations Commission is responsible for contacting the Center for New Communities Program. This individual brought the matter to the regional council who decided they would like to see the presentation. Their purpose was to reach out to all of the communities and have them participate in some way. Each representative at the forum in April was requested to go back to their Commission and determine how they could disseminate the information into their respective communities. Ms. Haynes wanted to know what role if any does this Commission have with the Regional Commission and is this Commission going to respond in any manner to the White Power Music? Chair Settles stated that the Evanston Human Relations Commission has had sporadic interaction with the Regional Commissions during the past several )ears and he does not have a problem formalizing a joint relationship. However, having a regional relationship has nothing to do with isolated or individuals issues. He asked the Commissioners what was their desire regarding the White Power Music? Commissioner Stein wanted to know if there was a specific issue before the Commission? Chair Settles stated that he did not think there was one except the issue of staff wanting to maintain a relationship with the Regional Commissions. He stated that the relationship is a good idea and the Evanston Human Relations Commission will continue its education and awareness role in the local communities. For the heard, Ms. Haynes stated that she is not communicating staffs desire, but rather, the request of the respective members of th- northshore commissions that were present at the forum in April. Commissioner Stein asked if there was a request from the Regional Commissions to the Evanston Human Relations Commission to join them in organizing a more definite group? Ms. Haynes responded that that there was no request for an organizational effort. HUMAIN RELATIONS COMMISSION MINUTES March 28, 2001 Page 5 of b Commissioner Hagemann stated that she believes seeing the presentation will not change the opinions of those already expressed and if some people would like to become more aware of the music, the Commission could make it an educational presentation. She stated that the Commission does not have to address the issue at this time but perhaps in the future. Chair Settles stated that he did not see this decision as a rejection of working closely with the other Regional Commissions. Commissioner Kirwan requested that the information regarding the presentation be sent to all the schools and churches in Evanston (for their students. teachers, PTAs, congregations, etc.). to make them aware that it is avaihbk if they would like to contact the Center for New Communities Programs. Chair Settles stated that he agreed with Commissioner Kirwan's request. Commissioner Kirwan moved that staf% at the request ofthe Commission. distribute infiormational materials mrardinv White Power Mures to all of the schools. churches, community avemcies/ornanisations. civic Qrouas and service clubs. in a means ofeducatfon and awanmw. 77,e motion was seconded by Commissioner Stein. The motion chess approved 6-1; CommEuione► Cervantes abstained VL INFORMATION ITEM a. Update Re. The Landiordrrenant Workshops This item was discussed previously. VIL ACTION ITEM This item was discussed previously. VIiL COMMUNICATIONS AND ARTICLES Commissioner Hagemann stated that she was interested in information regarding the fair housing complaints that staff received during the month of March. Ms. Haynes stated that it is inappropriate for her to share that information with the Commission because they could everraWly end up hearing a case. Commissioner Stein requested that Ms. Haynes provide more details regarding walk-ins under her Service Stars. Ms. Haynes stated that her report provides the number of walk-ins as well as the issues that were addressed. The walk-in statistics arc included with the other issues that staff addresses on a daily basis. Commissioner Stein suggested that after Ms. Haynes lists the categories of complaints and statistics, a statement could be included at the end of her report, i.e, "thirty-one of these complaints represents personal visits to the office". He stated that this information also verifies there is additional traffic that impedes on staffs time. Ms. Haynes stated that her future Director's Reports will reflect the information that Commissioner Stein suggested. Commissioner Cervantes commented that what is significant about the Service State that Ms. Haynes provides in her Directory's report, is that approximately sixty —two percent of them are housing related issues which takes up a major portion of staffs time and lends credence to the RLTO. He stated that perhaps there should be some discussion regarding how the RLTO could save staff time and if that is an issue it should be addressed at the group meetings that are going to discxss the amendments. Chair Scales stated that he agreed with Commissioner Cervantes' comments. He shed that it has been established that housing is a large portion of the Commission's business and the goal is to have the Housing Committee members take this issue seriously and to attend any meetings within the community (including City Council) that may be related to housing. Chair SeWes stated that in response to his request for information regarding panhandling, Ms. Haynes provide the Commissioners with copies of the Panhandling Ordinance. Ms. Haynes also included a memo with that Ordinance wherein she stated that the Police Chief had informed her that the Department had not encountered any problems or issued citations for panhandling at that time. A weds or two later an article appeared in the Evanston Review, stating citations had been issued to three panhandlers who are scheduled for Administrative Adjudication in the next week or two. HUMAN RELATIONS COMMISSION MINUTES March 28, 2001 Page 6 of 6 Ix NEW BUSINESS Ms. Haynes made the Commissioners aware of the article that was included in their packets regarding a biography on Commissioner Kirwin who is a board member at Over The Rainbow Association. Char Settles informed the Commission that the United Power for Action and Justice, who is involved with Kid Care, is having an assembly at 10.30 am. on Saturday, March 31" at the State of Illinois Building. He stated that he hopes their intent is to pass HB 23 which addresses insuring working mothers and fathers who have no health insurance. X. OLD BUSINESS Ms. Haynes stated that she and the Assistant City Manager met with the management of the Century Theaters to discuss the disturbance that took place there: in February. Management indicated that they believe there me no problems. They discussed the guns on the video games which will be removed soon. She stated that management made a commitment to partic#me in the Summer Employment Youth Program Job Fair on April 21'. Ms. Haynes provided the findings regarding the complaints against Giordano's Pima. She did not find them guilty and the reasons were outlined in the document. She indicated that in order to prevent the types of complaints that were filed against Giordano's from occurring in the future, the owners have developed a mission statement of their non-discriminatory policies which will be placed in their restaurant for the public's view. They also agreed to develop a piece of communication that will be given to cwrent and new employees that reiterates their policies and expectations. Giordano's also promised to develop a component that will address any employee who violates their rules. Ms. Haynes stated that the Commission and the Police Department will sponsor a seminar on April 19' regarding dri- safety. The Commission will talk about discrimination laws and why it is important to treat everyone equally and fairly; the Police � talk about things ownerslmanagers can do to protect themselves and things they need to do as a business regarding safety. Owners/managers are invited but they have been encouraged to have their drivers attend the seminar because personal safety issues will be discussed. Flyers will be sent to the Commissioners regarding the time. Chair Settles asked Ms. Haynes if any new complaints had been filed against Giordano's since she began her investigation. Ms. Haynes responded that there were no new complaints. Chair Settles stated that based on Hecky's comments in the Evanston Review regarding his delivery policies after the Giordano incidents, he sked Ms. Hayes if any complaints had been filed against Hecky's. Ms. Haynes responded that she has not received any. She stated that staff will be monitoring all restaurants that deliver food. Chair Settles stated that for the record, future Commission meetings will be conducted in amordance with the new procedures that were set forth in his February memo to the Commissioners. Time limits will be enforced regarding comments on agenda items; Commissioners must be recognized before speaking; any agenda item(s) that requires a lengthy discussion. follow up or investigation, will be referred to the appropriate Committee for follow-up. XI. ADJOURNMENT There being no further business, Commissioner Nehal moved to adjourn the meeting at 10:02 p.m. The motion was seconded by Commissioner Stein which was unanimously approved. Respectfully Submitted By: \ !� , %. r - - �' . ; Secretary DW- HUMAN RELATIONS COMMISSION !MINUTES March 28, 2001 Page 3 of 6 Ms. Haynes reported that Commissioner Stein has prepared a draft of the document that will be used as a problem solving tool for the landlord and tenant discussion groups to address the recommended changes to the Residential Landlord and Tenant Ordinance (RLTO). She anticipates the sessions with the landlords will take place sometime around the first part of May. V. DISCUSSION ITEM a. White Power Music Forum Commissioner Hagemann stated that she attended the forum and found it to be very revealing because she had no idea of the various kinds of music that was so explicitly White Power. She stated that the music was very organized and consisted of country/westem, rock, pop, etc Ms. Haynes stated that the forum was relatively well attended, particularly by individuals who were invited from the Northshoru communities as well as individuals from the Leadership Council. It was well covered by the media: The Chicaeo Tribune News Jift Qjago Sun Times New==r and WBBM News Radio. CLTV and Channel 2 aired their coverage of the forum later that evening during their local news broadcasts. Ms. Haynes stated that the Regional Haman Relations Council wants to make people aware of the White Poww Murry and they are asking each Northshore Commission if and how do they want to address or respond to this music. She started that the issue was open for discussion and asked the Commissioners for input. Commissioner Cervantes asked Ms. Haynes what are the Commissions and other groups from the Northshorz doing about this matter since they have identified the music and do not like it? Ms. Haynes stated that the Wilmette Human Relations Commission has worked with New Trier High School whose students will be have an opportunity to attend the same forum that was presented in April at the Civic Ceuta. The community of Lincolnwood is also having the forum presented in its schools for MAs because they feel parents need to be aware of the music. They are also working with various factions in the community to make this information available. A lengthy discussion took place regarding this issue and following are summaries of the comments/concerns expressed by the Commissioners and Ms. Haynes. Commissioner Cervantes stated that it has been established that While Power Music is a concern for many parents and individuals. He is not suggesting that this Commission dismiss the issue, but once they do decide to address it, they have to be prepared to discuss complaints about music and other things that people are opposed to across the board. The Commission has to be careful that it is not determining and establishing what the moral descriptions are for the community. He stated that during the civil rights movements there was music that was considered insightful and hateful and had it not existed, civil rights legislation would not have been enacted. It is so easy to focus on something that one detest or dislike and personally feel that it is destructive but, one cannot always act on feelings without acting on the full continuum of what has made this country able to deal with some awful issues overtime. Commissioner Cervantes stated that one of the reasons that we are able to deal with those issues is because there is still an opportunity for things to exist that the rest of society detest. Ms. Haynes stated that the lyrics of White Power Murry (music or written), practice and teach individuals to kill, maim, injure and/or do bodily harm to other human beings, i.e., gays, Jews, etc. She stated that the Commission is not trying to censor the music or be placed in the position of making a moral judgement as to what is good, bad, acceptable or unacceptable for people, but it is merely acting as a conduit for the community; after all, the Enabling Ordinance identifies the Commssioners as educators. Commissioner Nehal stated that in his opinion, complete neutrality pretty much becomes nothing more than exposure for people if some kind of opinion regarding an issue does or does not support the presentation; otherwise, people are being informed about the music and they can decide whether they want to hate other people or not, and he believes the Commission should not take that position. Chair Settles stated that he read some of the literature and attended the forum and feels that perhaps the issue may warrant a one day educational awareness campaign. He stated that any type of enticement can be placed on the world wide web or by other means to reach school children but the appropriate entity to target is the Intemet. To single out or isolate music opens up a situation to other enticements. He asked to what extent do the Commissioners burden themselves with parenting rules because they cannot address all of the things that are enticing to young adults_ Chair Settles stated that he gives today's youth more credit for not making this issue a crusade and that they can make decisions for themselves. HUMAN RELATIONS COMMISSION MINUTES March 28, 2001 Page 4 of 6 Commissioner Bailey stated that she prefers the term "messengers" as opposed to the Commissioners acting as "parents". She stated that hate music is something that needs to be addressed by everyone but if them are individuals who are unaware of the it and stores who do not know they are selling this type of music. they need to be informed of such. Commissioner Stein referred to the earlier discussion regarding the role of the Commission. He stated that in addition to whatever this Commission is, it is a body for making judgments as to how people should be treated. During the past twenty-five years or so, considerable progress has been made in the areas or discrimination and efforts to address and/or respond to it. He stated that he sees nothing wrong with an official government body addressing issues that urge violation of the law as being immoral and, he is prepared to stand up as a publicly appointed member of this Commission to support the notion that any language that urges violation of the law is immoral. Commissioner Nehal stated that he believes a major reason that law is codified and written as such, is to keep people Gan using moral judgment because it changes horn person to person. First, if the Commission is talking about enforcing the law, keeping people within the law, or making personal judgments for people depending on where their moral compass is pointing, that is dangerous taritory that the Commission should not get involved in. Second, if one wants to look at hate music, they need only to look as far as the Grammies where an individual received a Grammy Award this year for an album that included a song whose lyrics spoke of killing his wife and raping his mother. Commissioner Nehal stated that the Commission has to determine what they are talking about and how far do they want to get involved in this matter. Ms. Haynes stated that unless a person attended the forum to see the presentation in April, it is difficult to discuss the music and have a good understanding of what this issue is really about. Since the majority of the Commissioners did not attend the forum to hear the music, they are unable to discuss the music in the context of which this issue is being raised. She suggested that the Commissioners talk to some of the schools and agencies who have seen the presentation to find out their thoughts and what are they tree going to do with information. She stated that today's youth are very different from youth of years ago which is evident by the violence that is taking pL in schools and against each other. Ms. Haynes suggested that the Commissioners talk to the administrators at New Trier High School to fend out why they do not have any fears or concerns addressing this issue. Commissim r Hagemann stated that in her personal opinion, the Commission does not have to do anything in Evanston at this time unless something comes up later because she believes Evanston's youth will not be attracted to the music. Commissioner Cervantes asked Ms. Haynes if there is some movement on the Northshore to do anything or is this an issue that only concerns a group of unhappy people? Ms. Haynes stated that there is a body of representatives from eight or ten commumities that have come together to serve as a council for the Northshort. The former chair of the Wilmette Human Relations Commission is responsible for contacting the Center for New Communities Program. This individual brought the matter to the regional council who decided they would like to see the presentation. Their purpose was to reach out to all of the communities and have them participate in some way. Each representative at the forum in April was requested to go back to their Commission and determine how they could disseminate the information into their respective communities. Ms. Haynes wanted to know what role if any does this Commission have with the Regional Commission and is this Commission going to respond in any manner to the White Power Muric? Chair Settles stated that the Evanston Human Relations Commission has had sporadic interaction with the Regional Commissions during the past several years and he does not have a problem formalizing a joint relationship. However, having a regional relationship has nothing to do with isolated or individuals issues. He asked the Commissioners what was their desire regarding the White Power Afuric? Commissioner Stein wanted to know if there vtias a specific issue before the Commission? Chair Settles stated that he did not think there was one except the issue of staff wanting to maintain a relationship with the Regional Commissions. He stated that the relationship is a good idea and the Evanston Human Relations Commission will continue its education and awareness role in the local communities. For the record, Ms. Haynes stated that she is not communicating staffs desire, but rather, the request of the respective members of th- notthshore commissions that were present at the forum in April. Commissioner Stein asked if there was a request from the Regional Commissions to the Evanston Human Relations Commission to join them in organizing a more definite group? Ms. Haynes responded that that there was no request for an organizational effort. HUMAN RELATIONS CONWMISSION MINUTES March 28, 2001 Page 5 of 6 Commissioner Hagemann stated that she believes seeing the presentation will not change the opinions of those already expressed and if some people would like to become more aware of the music, the Commission could make it an educational presentation. She stated that the Commission does not have to address the issue at this time but perhaps in the future. Chair Settles stated that he did not see this decision as a rejection of working closely with the other Regional Commissions. Commissioner Kirwan requested that the information regarding the presentation be sent to all the schools and churches in Evanston (for their students, teachers, PTAs, congregations, etc.), to make them aware that it is available if they would like to contact the Center for New Communities Programs. Chair Settles stated that he agreed with Commissioner Kirwan's request. Commissioner Kirmw minwd that staff at the regtmest of the Commission, distribute informational ntnterfals retarding Whine power Music to all of the schools, churches, community arencies/orvandations, civic ¢roues and service clubs, as a means ofeducation and a%xvrmss. The motion was seconded by Commissioner Stein. The motion was approved 6-1; Commissfoner Cervantes abstained VL INFORMATION ITEM a. Update Re. The Landlords mart Workshops This item was discussed previously. VIL ACTION ITEM This item was discussed previously. VIIL COMMUNICATIONS AND ARTICLES Commissioner Hagemann stated that she was interested in information regarding the fair housing complaints that staff received during the month of March. Ms. Haynes stated that it is inappropriate for her to share that information with the Commission because they could eventually end up hearing a case. Commissioner Stein requested that Ms. Haynes provide more details regarding walk-ins under her Service Stats. Ms. Haynes stated that her report provides the number of walk-ins as well as the issues that were addressed. The walk-in statistics are included with the other issues that staff addresses on a daily basis. Commissioner Stein suggested that after Ms. Haynes lists the categories of complaints and statistics, a statement could be included at the end of her report, Le, "thirty-one of these complaints represents personal visits to the office". He stated that this information also verifies there is additional traffic that impedes on staffs time. Ms. Haynes stated that her future Director's Reports will reflect the information that Commissioner Stein suggested. Commissioner Cervantes commented that what is significant about the Service Stats that Ms. Haynes provides in her Directors's report, is that approximately sixty —two percent of them are housing related issues which takes up a major portion of staffs time and [ends credence to the RLTO. He stated that perhaps there should be some discussion regarding how the RLTO could save staff time and if that is an issue it should be addressed at the group meetings that are going to discuss the amendments. Chair Settles stated that he agreed with Commissioner Cervames' comments. He stated that it has been established that housing is a huge portion of the Commission's business and the goal is to have the Hawing Committee members take this issue seriously and to urttend any meetings within the community (including City Council) that may be related to housing. Chair Settles stated that in response to his request for information regarding panhandling, Ms. Haynes provide the Commissioners with copies of the Panhandling Ordinance. Ms. Haynes also included a memo with that Ordinance wherein she stated that the Police Chief had informed her that the Department had not encountered any problems or issued citations for panhandling at that time. A week or two later an article appeared in the Evmnsor Review, stating citations had been issued to dim panhandlers who are scheduled for Administrative Adjudication in the next week or two. HUMAN RELATIONS COMMISSION MINUTES March 28, 2001 Page 6 of 6 VL NEW BUSINESS Ms. Haynes made the Commissioners aware of the article that was included in their packets regarding a biography on Commissioner Kirwin who is a board member at Over 'the Rainbow Association. Chair Settles informed the Commission that the United Power for Action and Justice, who is involved with Kid Care, is having an assembly at 10:30 a.m. on Saturday. March 3 V at the State of Illinois Building. He stated that he hopes their intent is to pass HB 23 which addresses insuring working mothers and fathers who have no health insurance. )L OLD BUSINESS Ms. Haynes stated that she and the Assistant City Manager met with the management of the Century Theaters to discuss the disturbance that took place there in February. Management indicated that they believe there are no problems. They discussed the guns on the video games which will be removed soon. She stated that management made a commitment to participate in the Summer Employment Youth Program Job Fair on April 21". Ms. Haynes provided the findings regarding the complaints against Giordano's Pizza. She did not find them guilty and the reasons were outlined in the document. She indicated that in order to prevent the types of complaints that were tiled against Giordaads from occurring in the future, the owners have developed a mission statement of their non-discriminatory policies which will be placed in their restaurant for the public's view. They also agreed to develop a piece of communication that will be given to current and new employees that reiterates their policies and expectations. Giordano's also promised to develop a component that will address any employee who violates their rules. Ms. Haynes stated that the Commission and the Police Department will sponsor a seminar on April 19' regarding dri• safety. The Commission will talk about discrimination laws and why it is important to treat everyone equally and fairly; the Police � talk about things owners/managcrs can do to protect themselves and things they need to do as a business regarding safety. Ownersfmanagers are invited but they have been encouraged to have their drivers attend the seminar because personal safety issues will be discussed. Flyers will be sent to the Commissioners regarding the time. Chair Settles asked Ms. Haynes if any new complaints had been filed against Giordano's since she began her investigatiom Ms. Haynes responded that there were no new complaints. Chair Settles stated that based on Hecky's comments in the Evanston Review regarding his delivery policies after the Giordano incidents, he eked Ms. Hayes if any complaints had been filed against Hecky's. Ms. Haynes responded that she has not received any. She stated that staff will be monitoring all restaurants that deliver food. Chair Settles stated that for the record, future Commission meetings will be conducted in accordance with the new procedures that were set forth in his February memo to the Commissioners. Tune limits will be enforced regarding comments on agenda items. Commissioners must be recognized before speaking. any agenda itcm(s) that requires a lengthy discussion, follow up or investigatioa, will be referred to the appropriate Committee for follow-up. XL ADJOURNMENT There being no further business, Commissioner Nehal moved to adjourn the meeting at 10:02 p.m. The motion was seconded by Commissioner Stein which was uwnimously approved. Respectfully Submitted By: { r :. r . •. ; Secretary Date EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, April 25, 2001 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Hollis Settles (Chair?, Leo Kirwan, Leonard Stein, Hallie Rosen, Mavis Hagemann, Jason Nehal, Michael Cervantes and Barry Slavis COMMiSSIONERfSI EXCUSED: Nancy Bailey ,GAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTSNiSiTORS: Allisa Amoff Chair Settles called the meeting to order at 7:10 p.m. 1. DECLARATION OF QUORUM A quorum was declared. If. INTRODUCTION OF GUESTS AND VISITORS Ms. Amoff stated that she is an attorney and a resident of the a Ward. She attended the meeting for two reasons: (1) she recently submitted an application for the vacancy that will be available later this year on the Commission and she is also representing a client who has a case before the Commission and would like to get an idea of what goes on in the open to the public: meetings. Ms. Haynes stated that as a means of clarification, Ms. Arnoffis reprrsezating a client who is involved in an investigation and there is no case before the Commission at this juncture. Ili. APPROVAL OF MINUTES — March 28, 2001 Chair Settles tailed for approval of the March 28, 2001 minutes. Commissioner Stein moved to approve the minutes which was seconded by Commissioner Hagemann. Commissioner Stein requested that on pages 3 and 4, the spelling of New Trier High School should be corrected and on page 6 under Adjournment, correct to read "The motion was seconded by Commissioner Stein....." Commissioner Nehal requested that on page 3, item c., the word "final" should be removed before "draft". Commissioner Slavis requested that the minutes reflect that he was excused from the meeting, as he did tali staff to say he was sick. There were no further corrections. The minutes were unanimously approved with the noted corrections. Commissioner Rosen suggested that for future meetings, if there arc grammatical or spelling errors in the minutes, Commissioners should contact staff with those corrections after they receive their packer corrections regarding content may be corrected at the meeting. Chair Settles stated that for future meetings, the Commissioners will act according to Commissioner Rosen's suggestion. IV. COMMI ITEE REPORTS a. Executive Committee (1) PurposelRole of Commission and It's Commissioners (Guidelines jar Caren Serving on Boards, Comnumiow, And Conrnsirrees) Chair Settles stated that at the March 28• meeting, there was a consensus from the Executive Committee to temporarily suspend the Strategic Plan meetings which the Commissioners and staff are engaged in, to discuss and/or determine what the role of the Commissioners are to each other and what should the overall role of the Commission be. On April 4* , Commissioner Cervantes and members of the Executive Committee agreed to continue with these discussions in order to develop some recommendations to present before the entire Commission. Chair Settles requested that the Commissioners review the document: Guidelines for Citizens HUMAN RELATIONS COMMISSION MINUTES April25, 2000 Page 2 of 5 • Serving on Boards. Commissions. And Committees, and requested their inputiconiments regarding the document after the Executive Committee concludes its discussion(s). Chair Settles stated that each Commissioner received a coPy of a letter to him from Commissioner Rosen that adds import to these discussions and the contents of her letter will also be discussed at the Executive Committee meeting. For the record Commissioner Rosen informed Chair Settles that she is resigning as lice -Chair of the Commission and as o member ofthe Ererwn•e Committee. Chair Settles asked Commissioner Rosen if she would be willing to remain as the Vice -Chair until someone has been appointed in the vacant position. Commissioner Rosen rejected the request. Ms. Ha)mcs reviewed the section of the By -Laws that related to the resignation, etc.. by a commissioner. ]t was determined that nominations for Vice -Chair could be made from the floor at this meeting and voted upon at the May meeting. Chair Settles stated the floor was open for nominations. Commissioner Stein offered Commissioner Hagemann as a nominee which she accepted Sine there were no other nominations, Commissioner Cervantes moved that nomination for Vice -Chair be closed which %= seconded by Commissioner Nchal seconded. The motion ► %15 unammaruh, annroved. Commissioner Rosen asked Chair Settles if he wanted the Commissioners to discuss the document " Guidelines for Ciamns Serving on Boards, Commissions. And Committees ", to determine what they gleaned from it with regard to the roles of the Commission. et Chair Settles stated them could be some discussion however, he did not want the Commissioners to engage in any lengthy discussioO until the Executive Committee could address the CommissioncmCommissi 's role in addition to other concerns that have been raised by other Commissioners, i.e., direction of the Commission, leadership of the Chair, etc. He stated that the Executive Committee will be scheduling a meeting or meetings and hopefully they will be able provide a report regarding the aforementioned issues. He also suggested that each Commissioner ask themselves: (1) why as citizens of Evanston, did they voluntarily join the Commission?; (2) what do they see as the role of the Commission?; (3) how do the} view relationships amongst the Commissioners?; and, (d) what do they feel in addition to what is in the document they received (previously named), is effective leadership from the Commission and the current Chair? Chair Settles stated that the next meeting for the Executive Committee will be determined immediately after this meeting. He also stated that sb= Commissioner Rosen is a member of the Strategic Planning Committee, she and Commissioner Cervantes will attend the Executive Committee meetings. b. Education Committee Commissioner Hagemann stated at the March 28" meeting, that she attended a District 65 School Board meeting where the Long Range Planning Board was objecting to the words that the School Board had put in their goals. She attended the next School Board meeting where the change of one word in their goals made a difference in a specific area of text Commissioner Hagemann stated that the word "benefits" was changed to "effects" in a statement regarding "The Race Challenge". She feels the Commission should be aware and on top of District 202 incorporating issues for Spanish speaking Hispanics. Commissioner Rosen asked Chair Settles if in addition to being aware of the issue regarding District 202. is there something else he would like the Education Committee to do? Chair Settles stated that based on the diversity of the Evanston community and the increase of the latinoiHispanic population, perhaps the Committee could track the progress of this matter through the end of the school year. With regard to the GAP Program, he stated that he would also like to see some statistics regarding the achievements of the Latir� population. Commissioner Rosen asked what would be the purpose of the statistics? Chair Settles stated that issues regarding the GAP Program are not going to go may because of its political nature and it will be an ongoing issue in the media. He stated that the Commission • HUMAN RELATIONS COMMISSION MINUTES April 25. 2OW Page: 3 of 5 can use the statistical data to log year end results of standardized testing and compare them to other communities. One of the issues that will be discussed in the ongoing dialogue regarding roles, is u hether there is a need to engage in this type of activity. Sts. Haynes suggested that as an alternative to discussing what role the Commission should play in the GAP Program as it relates to the Latio community, there are issues other than education that should be considered, such as housing, employment, language, etc. if the Commission is interested in this type of information but do not know how it will be used, perhaps they should invite the leaders of some organizations who are spearheading these movements to a meeting and ask them if there is something the Commission can do for them. She stated that she has already assigned a staff person to work with a Latino housing group. Ms. Haynes stated that with regard to the City providing services for the Latino community in Evanston, staff is seeking a contractor to interpret in Spanish, the L.andlord(Tenant and Fair Housing Ordinances, the Fair Housing brochure and the information sheet that introduces the Commission. Chair Settles stated that in accordance with the Enabling Ordinance, the Education and Housing Committees have been established. Any ideals, goals, objectives, interests or concerns from members of these Committees that they feel are important can and should be communicated to the Commission. He stated that the discussion(s) regarding roles and what the Commission should be doing. may result in a decision that the Education and Housing Committees should be dissolved and another committee established. He stated that he believes there are enough issues within this community to keep the current committees energized and active but the members of those committees have to decide what issues they feel are important. The Committees should also receive a consensus from the entire Commissicn. Commissioner Hageznann asked Ms. Haynes if a member or group from the BIack community (since there is a concern regarding a school being built in Ward 5) have been invited before the Commission in the past to provide input regarding their concerns. Ms. Haynes stated that in 1995 District 65 addressed the issue of the 60-40 Plan. As a result of that issue, members from the Black Community requested that Afro centric curriculum be introduced in the schools. A gentleman from the African American community appeared before the community to present their position. As a result of his appearance and other discussions, the Commission facilitated a dialogue between the School District and that Group of individuals. A discussion took place to determine whether a Committee has the authority to immediately act on an urgent matter as opposed to waiting for the next scheduled monthly meeting and presenting the matter before the Commission. Ms. Haynes asked Chair Settles to clarify the role/authority that a Committee has if they decide that an issue needs to be addressed prior to a regularly scheduled Commission meeting. Chair Settles stated that if the members of a Committee decide they have an important or urgent matter before them, they must first determine if it is Commission business. Second. they must inform the Chair that they would like to have a special meeting to determined the status of the of the matter and whether it requires action before the next meeting. Additionally, if a Committee member attends a meeting or some type of forum and determines that something needs to be brought before the full Commission. that Committee is capable of deciding whether the information can wait until the next meeting or needs to be acted on right away by notifying the Chair and the Executive Director. He reminded the Commissioners that as such, they are dealing with issues on a daily or weekly basis. The Commission should be responsible for engaging in activities and coming up with ideas rather than waiting to see what is on the agenda at the monthly meeting or waiting to get direction from staff. Commissioner Cervantes stated that Chair Settles' comments can be processed further once the Strategic Planning resumes. However, there are several mechanisms to make things happen quickly and it is up to the Commission to determine policies and the Chair's duty is to implement and not set policies, as is the Executive Director's job, He stated that Chair Settles is automatically assigning a tremendous amount of freeness and responsibility to a committee when there are mechanisms that can be utilized for processing activities. There is a Chairman, an Executive Committee, other Committees and a full Commission; they are in that order because each one has a specific responsibility. He suggested that the Commission talk about those mechanisms but it cannot be determined at this meeting how a committee should respond to a specific situation. He stated that the Commission needs to pay careful attention to the mechanisms that are in place, beginning with the Chair. Commissioner Cervantes stated that the Executive Committee needs to develop a policy regarding this matter for the other Commissioners to review and act on • Chair Settles stated that he never used the term "policy"; he was simply referring to the fact that there are two established committees that can and should be functional and, they have been functioning without a defined policy. HUMAN RELATIONS COMMISSION MINUTES April 25. 2000 Page 4 of 5 Commissioners Rosen and Hagemann agreed that it would be easier for the Committees to function if there was an established policy. V. COMMUNICATIONS a. The Director's Report Commissioner Nehal asked Ms. Haynes when will staff know about job placements as a result of the Job Fair that took place on April 211-, how many youth will be placed and how many keep their jobs over the summer? Ms. Haynes responded that staff will know within the next week and a half and approximately two-thirds will be placed. Private sector employers train the youth and allow them to work on weekends or in the evenings and often time they are guaranteed a job for the next summer without going to the lob Fair. With regard to the retention rate for the City, last year three youth were fired out of one hundred and eighty; two Left the program before it ended because they went on vacation. She stated that youth who work in the alleys and parks usually return to the program for four years (while they are in high school). Commissioner Hagemann stated that she volunteered at the lob Fair again this year and was very impressed with the youth that she interviewed for the position at the Library. She thinks that the Commissioners should take the initiative to go out and promote the Job Fair to businesses so that they will be willing to hire youth who are well qualified and eager to start working. Commissioner Slavis stated he was surprised that the building k Kwed at 319 Dempster is the only SRO in Evanston and asked Ms. Haynes if she had a timetable regarding the completion of the rehab work that is being performed on the building. Ms. Haynes stated that she believes it will be completed sometime next spring because the entire building is being gutted. Commissioner Cervantes asked Ms. Haynes to compare this year's Job Fair to the years past, by highlighting the areas that are ahead of the goals she anticipated and to share some disappointments staff has experienced, to give the Commisssionep an idea of how they might be able to help with the program in the future. Ms. Haynes stated that her disappointments and concerns are: (1) Getting the SYEP Coordinator budgeted as a full time permanent position; (2) Most businesses do not participate in the program; and (3) Most businesses do not him fourteen and fifteen year old youth. She realizes there may be some liability for some businesses. i.e. age, but, where there are no liabilities, she would encourage them to participate in the Job Fair. Commissioner Stein stated that he was very impressed by Commissioner Hagemann's comments regarding the Job Fair and when the Executive Committee meet again, perhaps they consider how the Commissioners might be able to assist staff in the spring, by contacting the businesses and other institutions for the next Job Fair. Commissioner Nehal asked Ms. Haynes which three restaurants owners'managers attended the Driver Safety Workshop on April 19 ".► Ms. Haynes stated that Merle from Merle's Restaurant, the owner of Giordano's Pizza and his drivers and the manager of Domino's Pizza and his drivers were present. Commissioner Stein stated that he received a letter dated April 12' from Congresswoman Schakowsky. announcing that she and some other Democrats in the Congress and the House of Representatives, have organized a "Congressional Universal Health Care Task Force" of which she is the Vice -Chair. Vl. Old Business There was no old business. V11. New Business Chair Settles stated that he received a document from Commissioner Stein that contained some suggestions regarding the monthly meetings. He opened the floor to Commissioner Stein to elaborate on his suggestions. . . * HUMAN RELATIONS COMMISSION MINUTES April 25. 2000 Page 5 of 5 Commissioner Stein stated that the intent of the procedure has three purposes: (1) The intent is to provoke more thoughtful comments from the Commissioners; (2) He does not see the procedure as taking away any power from the Chair, and (3) He asked the Commissioners if they would take a few minutes to read the document and practice the procedure when considering the item to see if they are comfortable with it. The following comments were expressed after the Commissioners reviewed and discussed the document: one ten minute time limits for each round robin are too lengthy; aThe process is too laborious; •Structures art: ahrady established in the documents: "Guldelimrs for Citizens Serving on Boards, Commitsions, And Committees and two versions of Robert's Rules of Order, *The Chair should be given the power to recommend or dictate the amoum of time an individual may speak. Prior to a meeting, the Chair and members of the Executive Committee can place time limits to discuss agenda or other items. If further action is required on an item the Chair may assign it to the appropriate Committee for folbvr-up; and aA concern that each Commissioner has to respond to everything that is being discussed. Often times some Commissioners do not wish to respond to issues. Commissioner Cervantes moved that Commissioner Stein's suggested resolution be referred to the Executive Committee for their consideration andlor action. The motion was seconded by Commink"ff Neural and unaniiwoarly approved. Ms. Haynes informed the Commissioners that one of Evanston Towmhip High School's baseball teams played a game in Ariington Heights a couple of weeks ago at Hershey High School. An Evanston parent informed her that every time one of the African -American or Latino players went to bat, disparate or racial remarks were made uwnu ds them from the opposing players and their fans. S stated that she is working with some Evanston parent groups in an effort to address this matter. Vill. Adjourrunent There being no further business, Commissioner Stein moved to adjournment the meeting at 10:15 p.m. Commissioner Nehal seconded the motion which was unimimously approved. Respectfully submitted by: J , Secretary Date: EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON. IL, 60201 Wednesday, May 23, 2001 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Hollis Settles (Chair), Leo Kirwan. Leonard Stein, Hallie Rosen, and Barry Stavis ,CQMMISSIONERLS) EXCUSED: Nancy Bailey, Jason Nehal, Mavis Hagemann, and Michael Cervantes STAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTSIVISITORS: Peggy Tarr, and Betty Ester, residents of Evanston Chair Settles called the meeting to order at 7: 15 p.m. I. DECLARATION OF QUORUM A quorum was declared. IL INTRODUCTION OF GUESTS AND VISITORS Ms. Ester stated that she is a resident of Evanston and upon receiving a copy of the Human Relations Commission's meeting agenda, she decided to attend the meeting in order to address the issue of "Alleged disparity of African -American males in special education programs at Disuict 657. She stand that when Owen Thomas, the former Executive Director of the Human Relations Commission was alive, there was discussion of this same issue by a group called the "Blue Ribbon Committee". Members of that committee conducted a study and discussed the placentirnt of Black male students in special education classes. Ms. Ester stated that if these students are being tested without their parents consent or being present, if an IEP (individual Specialized Educational Plan) is not in place and, the students have not been evaluated to determined whether they should be placed in special education classes, then District 65 is violating the students civil rights. Although there are several special education programs which are based on a student's ability, i.e., genius, ph)iicaliy disabled, etc., there are procedures that are set forth by the Illinois State Board of Education and the Federal Government in Public Law 94 -1.2, which outlines the placement of a child in special education classes. She stated that she has not seen the "Blue Ribbon Comminee's" report but suggested the Human Relations Commissioners and staff retrieve and review the report to determine if the same practices are taking place, and if so, legal action should be taken against District 6S. Students who have a behavior disorder or act naughty are not covered under the special education law. Her primary concern is whether the students arc being placed in special education programs based on the law and that the procedures are being followed. It appears that something is wrong at District 65 if this issue is being addressed a decade later. Ms. Hay= asked Ms. Ester if she could provide staff with an approximate time the study was conducted? Ms. Ester sated that she believes the study was conducted in 1991; she also believes Kra Rogers and Lloyd Shepard were on the committee; meetings were held at Foster School. She asked Ms. Haynes if District 65 gave a reasm as to why they were placing so many Black male students in special education classes? Ms. Haynes stated that staff will search past records/files to see if the study can be found. She stated that since the issue was raised by Commissioner Hagemann who was not in attendance, she was not aware of her motivation in doing so nor did the Commission discuss the matter prior to the meeting. Ms. Ester stated that she will wait to see how the Commission respond to or address this issue. Ms. Tarr reiterated Ms. Ester's comments regarding Black male students being placed in special education classes at District 65. She stated that even though Commissioner Hagemann was not in attendance, she might have received input from people in the community because it is a very serious concern. She stated that it is an ongoing problem for all grades in the local schools. Commissioner Stein asked Ms. Tarr if she had any concrete evidence that this diagnosis/problem has been misused or if there is any deviation from what the law requires? Ms. Tarr stated that she was unable to provide names at that time to support her statements. however, she has talked with some parents who HUMAN RELATIONS COMMISSION MINWTES May 23, 2001 Page 2 of 6 indicated they were left out of the process. Commissioner Stein stated that the Commission would welcome any statements of fact regarding the matter. Commissioner Slavis stated that it seems that parents who are in attendance when )EPs are being conducted might be a different issue from students who are being placed in separate programs. He stated that as a former school social worker he strongly supports the idea that parents need to be involved in IEPs. Ms. Tarr stated that in addition to parents being involved with the IEPs there are some other issues at hand. Some of the people in special services at District 65 have acknowledged that there arc also some problems with the administering of the IEPs. Often times parrnts may be notified and are present but they do not understand the process and perhaps advocates need to be present to assist in this area. Chair Settles asked Ms. Ester if, according to her recollection, was there any follow up to the "Blue Ribbon Committee's" study or a public hearing conducted? Ms. Ester stated there was no follow up and she later learned that the committee was disbanded. Chair Settles stated that the item will be tabled until the Education Committee meets to discuss the matter with Commissioner Hagemartn to see if she has some additional information. Chair Settles stated that agenda item Vill. New BusinM A. Peggy Tarr's Complaint, will be discussed under item IV. Information Items, Kathleen Brenniman-Fair Housing Charge of Discrimination. 11L APPROVAL OF MINUTES — April 25, 2001 Chair Settles called for approval of the April 25, 2001 minutes. Commissioner Rosen moved to approve the April 23, 2001 minutes. Commissioner Kirwan seconded the motion. Commissioner Rosen stated that the minutes did not contain information regarding Commissioner Nehal's request to amend the Enabling Ordinance to include additional language i.e., protected class individuals who 1. encounter discrimination. Ms. Haynes stated that after the May 23rd meeting, she sent a memo to the Commissioners informing then, _.at the Enabling Ordinance was amended in 1997 to include such language. The minutes will be corrected to reflect this. There were no other corrections. The motion was unanimously approved to accept the minutes with the noted correction. IV. INFORMATION ITEMS A. Kathleen Brenniman-Fair Housing Charge ofDiscrimination Ms. Haynes stated that initially Ms. Brenniman, the Commission's legal representative, was going to attend the meeting to talk to the Commissioners about fair housing charges of discrimination. However, after discussing the matter, she and Ms. Brenniman, agreed that a memorandum briefly describing the Commission's responsibilities would be a better approach since they have never been involved in a fair housing case. She asked the Commissioners to read the Fair Housing Ordinance before the June 27' meeting because Ms. Brenniman will be in attendance and they should be prepared to ask questions. Ms. Haynes stated that prior to the June meeting, staff will have successfully concillated a case where there is prima facie evidence of discrimination or, she will have signed a charge of discrimination. If she signs a charge of discrimination, a series of events involving the Commission will take place. After she serves the Chair and all of the parties involved with a notice of the charges. an election has to take place in twenty (20) days that will determine whether the Commission hears the complaint or if it goes into circuit court. Shestated that the Commission has the ability to fine individuals several thousand dollars for violating the Fair Housing Ordinance and additional costs that have to be paid to the City if they determine such. B. Peggy Tarr's Complaints Commissioner Stein asked Ms. Tarr under what law or ordinance was she filing her complaint? Ms. Tarr stated that she did trot submit her complaint under a specific law or ordinance other than the fact that this is the Human Relations Commission which she assume is a body that one would address problems in general and not just ones of a specific nature, which she has done before. This complaint is of a specific nature that involves inter -religious and interracial problems because it is part of a larger problem that exists within the Evanston Comm, Commissioner Stein stated that he thinks Ms. Tarr is correct but he is not sure that the problem of Black/Jewish relationships is some. 6 that is at a boiling point and now demands attention. However, she is correct in pointing out that this is a community problem and that the Commission should address this matter in addition to a variety of other community tensionstproblems. HUMAN RELATIONS COMMISSION MiNUTES May 23, 2001 age 3 of 6 Commissioner Rosen asked Chair Settles what are the procedures that the Commission would follow to address Ms. Tam's allegations and should a committee be appointed to conduct and inquiry and present their findings to Ms. Tarr' Aftcr a brief discussion with Ms. Haynes, Chair Settles stated that the proper procedure would require the establishment of an ad hoc committee to accept the document and investigate it. Ms. Haynes stated there are several means of addressing the complaint, i.e., facilitate a discussion between the parties to reach an accord or rather than meeting with the individuals, the Commission could conduct some type of education or training. She stated there are several other options available to an ad hoc committee regarding the concerns raised by Ms. Tarr. Commissioner Stein stated that he agrees there is tension between various community groups, ethnic and other individuals who deserve the Commission's attention, however, it is currently trying to determine what issues are priorities, and is no reflection on Ms. Tare's complaint. He stated that he does not see how an ad hoc committee is going to help solve the standard problem of priorities that continue to arise meeting after meeting. Commissioner Rosen stated that Chair Settles has articulated several times that one of his priorities is for the Commission have a presence In the community and it is her hope that Ms. Tarr's complaint becomes a priority since she is a member of the community. Commissioner Stein stated that if the Commission is going to proceed with an ad hoc committee he offered the following motion: lL Commission derides that an ad hoc committee should imestirate Ms. Tarr's complaint aid whatever else it does. it shouldalso be instructed to >E to cooperate with a wide variety ofcommunity organizations concerning this issue The motion was seconded by Commissioner asetx As a means of clarification, Commissioner Rosen asked Commissioner Stein how does he envision the committee seeking the involvement of other organirations? Commissioner Stein stated that the committee would approach the presidents or executives of the NAACP, the American Jewish Committee or the American Jewish Congress, the Evanston Ecumenical Action Council and others, seeking their participation in whatever manner the Commission decides to explore the issues of community tauions. The motion was not approved Commissioners Stein and Kirwan approved the motion; Commissioners Slavis, Rosen and Chair Settles abstained. Commissioner Stein volunteered to sit on the ad hoc committee. It was not determined whether staff would sit on this committee. Chair Settles will contact the Commissioners who did not attend the meeting to see if anyone of them are willing to sit on the ad hoc committee. Ms. Haynes stated that when the Commission is ready to have either a public discussion or have made a determination regarding Ms. Tarr's complaint, she will be invited to that meeting. Ms. Ha)mes informed Ms. Tarr that any additional information she wanted to submit regarding her complaint should be sent to staff. C. Executive Committee Reports 1. Purposelrole of Commission and its Commissioners Chair Settles reported that the Executive Committee met on May 9` which, in addition to himself, included Commissioners Rosen, Cervantes, Hagemann and Ms. Haynes. He stated that the committee is attempting to address the purposdrok of the Commission, roles among the Commissioners, the Commission's role involving staff and to establish a purpose and objective. The following issues were discussed relative to the Commission: the Commission needs to be more proactive; have more visibility in the community; do more outreach; establish some method(s) or promdure(s) to conduct research that would involve a firmer or established business etiquette for protocol; it was suggested that they discuss mutual support roles among the Commissioners and staff; establish priorities based on reality; identify the leadership and organization of the Human Rckdions Commission, vis-A-vis staff and the Chair; determine the roles between Commissioners and how those roles connect with staff; Commsssioners should be prepared for their monthly or any special meetings called between monthly meetings and the Commisskem should be prepared to discuss the agenda items and also be prepared to discuss their opinions or ideas relative to the community. Chair Settles stated that a few minutes were used in an attempt to somehow connect the ideas and concepts that came out of the retreat in May, 2000, and tie them into the Strategic Plan. He stated that it is an absolute necessity to have orientation for new Commissioners and to establish a formal policy to do so. Part of that orientation would include reaching out to them and make sure they are familiar with the Commission's ordinances, the by-laws, and all of the city ordinances that have an impact on this Commission. He stated that the issue of ,protocol needs to be revisited and the Commission needs to discuss Commissioner Stein's memo that he submitted relative to expediting the monthly meetings. The Commission needs to be more resourceful in addressing issues; give more thought to the monthly agenda and make sure issues that appear on it have import to the Commission. There was some discussion regarding Commissioners attending other meetings and reporting information that may be important to this Commh ;ion. It was decided [hat the issue of "commitment" would be discussed at the June 27' meeting which included: (1) establishing a report mechanism, (2) establish regulations, (3) establish the relationship between HUMAN RELATIONS COMMISSION SUNNUTES May 23, 2001 Page 4 of 6 the Commissioners and staff, (a) job descriptions. and (5) policy guidelines. The E%ccutive Comminee will discuss commitment among the Commissioners at the next established meeting Commissioner Rosen stated that she was somewhat disheartened by Chair Settles' report because the issues that he presented above were no different from the meeting that included members of the Strategic Planning Committee and the Executive Committee. At that meeting members laid out several issues that needed to be discussed because the April 25' minutes stated that the Executive Committee would begin to address the role and the purpose of the Chair, Commissioners and staff and, report those results to the rest of the Commission. Commissioner Rosen stated that her recollection of the issue regarding "commitment". referred to whether the Commission was actually committed to preparing the Strategic Plan. She requested that Chair Series share what he see as the Commission's purpose and role. to tesponse to Commissioner Rosen's comments. Chair Scales stated that a follow-up meeting did not take place in May to address the purpose and role of the Commission. The Executive Committee did meet on May 14` to prepare the May 23' agenda. Commissioner Stein stated that after the April meeting, he read the Enabling Ordinance again that establishes this Commission and in the Statement Policy, it lists six specific duties and functions which he believes the Commission should be adhering to. Commissioner Rosen stated that she agreed with Commissioner Stein comments regarding issues that the Commission could be doing as outlined in the Enabling Ordinance, however, she is seeking guidance relative to how they should be done. Commissioner Stein stated that he offered a proposal to the Commissioners, addressing the question of how do the Commissioners proceed to meet their responsibilities according to the Ordinance? Chair Settles stated that he realizes the matter of establishing roles and guidelines, setting procedures, direction and leadership is an important issue before the Commission, however, he believes it is very important for the Commission to continue with the Strategic Planning process. The process at this time could benefit from new insight, new ideas and new leadership. At this time in the meeting, Chair Settles announced that he is resigning as Chairman of the Commission at the conclusion and adjournment of this meeting. He will not stand for re-appointrrternt to the Commission in June. He stated that Commissioners Stein and Rosen have their commitment in addition to the other Commissioners and he encouraged Commissioners Slavis and Kirwan to continue exprm themselves and their feelings. Chair Settles wished the Commission well. Commissioner Stein moved that the Commission unanimously go on record thanking Chair Settles for his service to the Commission. Commissioner Kirwan seconded the motion. Commissioner Slavis stated that he hated to loose a valuable member of the Commission and asked Chair Settles to reconsider his resignation from the Commission. He stated that Chair Settles has provided valuable leadership and input to the Commission and his resignation would be a great loss not only to the Commission but to the community as well. Chair Scales thanked Commissioner Slavis for his remarks and indicated that sometimes fresh ideas are needed and he thinks that the purpose of the Commission and certainly the roles between Commissioners and staff need to be clarified. He stated that once this has been accomplished and the Commissioners have confidence in themselves as volunteers, they have a job to do and there is a need for this Commission in Evanston. He has repeatedly voiced his frustrations and feelings over the past months regarding issues that he feel are human relations concerns. These concerns can be established without staff being micro managed. Chair Settles stated that some concerns regarding leadership have been raised - some of them genuine. He urged the (Commissioners to read the comments that Commissioner Nehal wrote because they represent many of his feeling and frustrations over the past months. 2. Education Committee Chair Settles stated that this item was previously discussed, which the Education Committee will address. Commissioner Rosen thanked Ms. Ester for providing some guidance and places that the Commission might look to research the issue of Black males being placed in special education classes at District 65. Ms. Ester stated that she will check with Edna Ross and the Evanston Neighborhood Conference to see if they have any information regarding this matter, she sat on the committer as their representative. St a also encouraged the Commission to use Channel 16 as means of promoting themselves within the community. 3. Housing Committee Ms. Haynes stated that the Housing Committee has not ma Prior to the next Commission meeting she will provide a report to the Pla. , and Development Committee with an update regarding the landlord and tenant amendments; a copy will be forwarded to the Commissioners. HUMAN RELATIONS COMMISSION MINUTES May 23, 2001 Pag: 5 of 6 V. ACTION ITESIS A. Election of Vice -Chair Chair Settles stated that Commissioner Hagemann was nominated as the Vice -Chair in April with no opposition as a result of Commissioner Rosen's resignation. There were no other nominations from the floor for the position. Commissioner Rosen moved to elect in obsentia, Commissioner Havemann as lice -Chair for the Human Relations Commission Commissioner Kirwvn seconded the motion, Chair Settles proclaimed that Commissioner Havemann is the new Vice -Chair. Ms. Haynes raised the issue that since Chair Settles is resigning from the Commission at the conclusion of the meeting, according to the By - Laws, the Via -Chair becomes the Chair if that seat becomes vacant until the election for new officers take place. She stated that a Nominating Committee will be appointed by the Chair in September who will present a slate in October; nominations will be received from the floor at the November meeting and the election will take place. Commosipner Stein moved that the Chair appoint a special Nominatinr Committee with two tasks: M fPst one is to tWoroach Commisriamer Hanemann who is now the Vice -Chair and ask her if she is willinrl to asrunre the resvonsibility as the Chair until the end ofthe year: and second ifshe is not willing to do so. the special Nominating Committee will select someone for the Chair. 77w motion %w seconded by Commissioner Rosen. Commissioner Slavis stated that he would like other Commissioners to have the opportunity of being nominated for the position of Chair. Ms. Haynes stated that nominations can still be made from the floor in June. She stated that if Commissioner Hagemann does not attend the June meeting. the senior Commissioner will conduct the June meeting. As a result of the discussion. the motion was unanimously approved Chair Settles will appoint three Commissioners to act as a special Nominating Committee for the election and inform staff who they are. VI. COMMUNICATIONS AND ARTICLES Commissioner Stein stated that Ms. Haynes has improved the Executive Director's monthly report in the area that he previously requested, however he is uncertain as to what message she is attempting to provide in otter areas of the report He asked Ms. Haynes why does she not report indepth information that staff is engaged in? He suggested that each activity consist of the following information: (1) the nature of the problem and (2) what has staff done to address the problem? Chair Settles stated that at the April meeting he requested specific information regarding the Summer Youth Employment Program, i.e., the number of hires, number of private employes. etc. Ms. Haynes stated that she does not have that information yet but it will be made available to the Commissioners once it is compiled. Chair Settles stated that since this is an annual event he is requesting that such information be provided for the year 2000. Commissioner Rosen stated that she considers Ms. Haynes' monthly reports to be a means of informing the Commissioners of staffs monthly involvements as well as what is going on in the community, which she finds valuable. She sated that she believes there is no reason to question the information that is provided. Ms. Haynes stated that she began submitting reports at the request of previous Commissioners which she is continuing to do. Commissioner Stein stated that he contacted Ms. Haynes regarding a misapprehension that he formed a few days ago regarding an article on the Summer Youth Employment Program that appeared in HIGHLIGHTS.a city public relations document, which she corrected However, he is still worried that the article presents the program as a public works project with the city. He stated that his impression is that Ms. Haynes has tried very hard to involve many employers beginning with the city. Commissioner Stein stated that the article did not make this information clear which he pointed out to the new editor who did not write the article. Commissioner Slavis stated that he wanted to hear the Commissioners response to Ms. Wilmington's request for appeal regardiing her complaint against Giordano's Pizza. HUMAN RELATIONS COMMISSION MINUTES May 23, 2001 Page 6 of 6 Commissioner Stein asked Ms. Haynes under what law or ordinance did she use to base her findings and because Evanston does not have an equal access law, why is Ms. Wilmington appealing to the Commission and what redress is she seeking? Ms. Haynes stated that althought the Enabling Ordinance is very vague, she did use it because denial of access would violate one or more of the federal, state, or county laws regarding access. She stated that because a decision was rendered by staff, the Commission is the appropriate body to make an appeal. There was some discussion as to what action should be taken against Giordano's or how the Commission should respond to Ms. V#Qlming►on's request. Ms. Haynes stated that Ms. Wilmington was informed by letter that her request would be considered at the May 23" meeting however, she was not in attendance so that the Commissioners could ask her specific questions. She stated that the Commission could up hold her decision or they could conclude that there are some unanswered questions or areas that were not covered during the investigation. Ms. Haynes stated that when she initially met with Ms. Wilmington, she indicated that she wanted Giordano's business license revoked and some possible remuneration for her pain and suffering. Chair Settles stated that based on the letter of appeal by Ms. Wihningkx% floe Commission can accept the conclusions by the Executive Director that were presented at the April meeting, reject the appeal request or direct staff to investigate the complaint further. Commissioner Slavis asked Ms. Haynes if Ms. Wilmington was sent a copy of the findings because her letter states that she did not receive it? Ms. Haynes stated that Ms. Wilmington was sent a copy of the report and a cover letter as were the other two complainants. Since Commissioner Kirwan had to leave the meeting early and there was no longer a quorum, it was decided that Ms. Wiimington's request would be placed on the June 27" meeting agenda for further consideration. Commissioner Rosen requested that Commissioner Stein's memorandum regarding the role/purpose of the Commission be placed on the June or July agenda due to the lateness of the evening. Chair Settles agreed. VJL OLDIUNFINISHED BUSINESS This item was tabled until the June or July meeting. VIII. NEW BUSINESS Ibis item was moved under Item IV. information Items, B. IX. ADJOURNMENT There being no further business, Commissioner Rosen moved to adjourn the meeting at 10.05 pm. The motion was seconded by Commissioner Stein and unanimously approved. Respectfully submitted by: ,r ' ''1 :�! ' ti , Secretary Date-,,/� ,,�� j , •�� Dorothy Thrower ' ' EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, H... 60201 Wednesday, June 27, 2001 7:00 P.K - Room 2402 APPROVED gQMMISSIONERS PRESENT; Mavis Hagemann, Vice -Chair, Lea Kirwan, Leonard Stein, Nancy Bailey, Hallie Rosen. Jason Neha4 and Michael Cervantes COMMISSIONER(S1 ABSENT~•; Barry Slavis PRESENT: Paula A. Haynes, Dorothy Thrower and Rafael Molinary GUESTSNISITORS: Kathleen Brenniman, Attorney for the Human Relations Commission —City of Evanston, Peggy Tarr, Betty Este, Camille R. Wilmington, Palmira Blanchard, Judith Kirwich and Yvonne Dickerson — Chair, members of the Evanston Housing Commission Vice -Chair Hagemann called the meeting to order at 7:15 p.m. L DECLARATION OF QUORUM A quorum was declared. IL MAVIS HAGEMANN, VICE -CHAIR Vice -Chair Hagemann stated that when she arrived home from her vacation, forma Chair Settles informed her lilac he had resigned from the Commission. The By-laws state a new chairperson should be ekcted to fulfill the remaining time. Therefore, she contacted Commissioner Kirwan to ask if he would head a Nominating Committee and put together a slate to elect a new chairperson which be accepted. Commissioner Kirwan stated that he asked Commissioner Cervantes to serve on that Nominating Committee. IIL ACTION ITEMS A. Election of Chair 1. Presentation of State The slate consisted of Commissioners Nehal and Rosen to operate as Co -Chairs 2. Additional Nominatiaas Since there were no other nominations finer the floor, Commissioners Nehal and Rosen were affirmed as Co -Chain by Vice -Chair Hagemann. The meeting was turned over to them to canducL IV. INTRODUCTION OF GUESTS AND VISITORS Kathleen Brenniman introduced herself as the Attorney for the Human Relations Commission. She attended the meeting to answer questions that the Commissioners had regarding a memorandum that she prepared addrrasrg/desrnbing the Commission's responsibilities in hearing fair housing cases. Peggy Tar seated that she is a resident of Evanston; Betty Ester is a resident of Evanston; Pahnirs Blanchard is a resident of Evanston; and Camille Wilmington is a resident of Evanston. Ms. Dickerson and Ms Kirwich at members of the Evanston Housing Commission. V. APPROVAL OF MINUTES — MAY 23, 1001 r Commissioner Kirwan moved to approve the May 23, 2001 minutes as submitted. The motion was seconded by Co -Chair Rosen. Ms. Thrower stated that grammatical corrections for the minutes were submitted Prior to the mating by Commissioner Stria and Co -Chair Rosen. The minutes will reflect those corrections. With no objections, the minutes were rmanimoeuly approved HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 2 of 12 VI. INFORMATION ITEMS A. Kathleen Brenniman — Fair Housing Charge of Discrimination Ms. Brenniman stated that at the request of Ms. Haynes, she prepared a summary of the Fair Housing Ordinance with an emphasis on the Commission's role in the procedure under the Ordinance should a case come before them. She entertained questions or comments from the Commissioners. Following are those questions and responses from Ms. Brcnniman: Q: Commissioner Stein asked Ms. Brenniman if the entire Commission has to hear a case and if not. how are Commissioners selected? A: Ms. Brenniman stated that the entire Commission can hear a case however, only three Commissioners are required to do so and the same Commissioners have to be present for all the hearings. Once a decision has been made the entire Commission will review the decision and rule on it. The Commission may determine who the three individuals will be to hear a case. Q: Co -Chair Nehal asked if there was any personal involvement by a Commissioner would he/she be recused from hearing a case? A: Ms. Brenniman stated that such action is not written in the Ordinance but the Law Department use this policy with the Aldermen and Committee Members and she would make the sane recommendation to the Commission. She stated that if the Commission were to have a bearing, and as their attorney she would sit and advise then throughout the process and write the opinion(s) pursuant to their conclusions. Vkz-Chair Hagemann suggested that if a hearing were to take place it should begin with more than three Commissioners in case someone is unable to attend a hearing. Ms. Brenniman agreed and recommended such. Q: Commissioner Kirwin asked Ms. Br"miman if the hearings would take place on consecutive nights? A: Ms. Brenniman stated that the hearings are set according to the availability of witnesses, Commissioners, attorneys and other parties. Q: Co -Chair Nehal asked Ms. Brenniman if there is a minimum time required to respond to a complaint? A: Ms. Brenniman stated that the Ordinance states that if there is a charge of discrimination issued, the Commission must set a hearing drte no later that thiity-five (35) days after such charge. The Ordinance also states that the hearing shall "eommrnce" within sbay (60) days muter the issuance of a charge. She stated that "commencing" a hearing means all the parties come together; it does not mean that a hearing has to hear the actual testimony on that date. If an attorney is present on that date and asked for a continuance and the Commission granted such, even if there is no testimony, this would be "commencing" the hearing and the Commission would be within the purview of the Ordinance. Ms. Haynes asked the Commissioners if there were presented with a case now, do they feel that they have the knowledge, skills or background to it and if they do not, what should be done to prepare them? Co -Chair Nehal asked what type of format is used to hear a charge of discrimination? Ms. Brenniman stated that there would be an Administrative Hearing where am of the Co -Chairs would conduct the hearing and people would present argument and testimony. She will walk the Commissioners through this process; if there are objections they would rule based on her advice if needed. Generally in an Administrative Hearing the evidence rules are broader and it is best to hear all of the evidence. Court Reporters would be available so transcripts will be available for interpreting information relative to the Fair Housing Ordinance to make a decision. Ms. Brenniman referred to her memo where she states that once a charge of discrimination has been issued for either the Respondent or Complainant, the Commission may elect not to hear the charges but rather send it to a civil coat. If the Complainant has filed a complaint and it is determined that the charges are valid and he/she elect not to have the case heard before the Commission, regardless of what he/she or the Respondent thinks, the case %gill be heard in civil court. If the Complainant decides that he/she wants the Commission to hear the case and they cannot decide whether things are going well they cannot take the case to civil court. However, once the prooess has been completed, the Ordinance states that the individual shall receive a review of the Commission's decision under the Administrative [review Act that allows thirty --five (35) days for either party to request an appeal. The case would be reviewed by the Circuit Court who is acting as an Appellate Court because the Commission is an administrative body and their decision will be a final administrative decision that is appealable under the Administrative Review Act. The Circuit Court would not hear the case again but rather review the Commission's decision. Ms. Haynes stated that several fair housing case have been ruled with the department that could potentially result in charges of disa7mir r being issued Currently staff is in the process of attempting a settlement with one case but if that settlement fails the Commission could possibly hear the case; this could happen in one to three weeks. She stated that if the Commissioner have additional questions for Ms. Brenneman they should contact staff who will relay that information for responses. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 3 of 12 Mr. Molinary stated since the Evanston Fair Housing Ordinance is modeled after the Fair Housing Act it might benefit the Commissioners to start reading some fair housing cases to get a general grasp of the thinking that is applied when decisions are made. He stated that he will provide them with some cases to review. Ms. Brenniman stated that if the Complainant or Respondent wants the Commission to hear a case, the standard of review is preponderance of the evidence. They will be deciding the facts, the reliability, believability and the credibility of the witnesses. The Co -Chair and Commissioners thanked Ms. Brenniman for her time and responses to their questions/concerns. Ms. Haynes stated that a decision needs to be made whether the entire Commission is going to hear a case once she issues a charge of discrimination since there is no procedure cunently established as to how many people will hear the case and, what is requited of them. She suggested that a committee be appointed to develop an administrative procedure that will prepare them to hear a case; the ordinances do not have a provision for this process. Ms. Haynes stated that she will present her findings to the Commissioners that will include: an investigation report; a summary/synopsis of the allegations, a synopsis of the investigation and a conclusion (cause or no cause). Commissioner Stein stated that he believed Ms. Haynes was asking the Commissioners to do something that the Ordinance does not provide and why does it not provide such? He stated that he believes that the City Council expected the Commissioners would act as a group of residents who would apply common sense to whatever matter was presented to them. He stated that he believes the Ordinance instructs the Commissioners to keep an eye on the lawyer that is directing the Commission. With regard to procedures, the Commissioners are an inexperienced group of laymen who will be directed by the attorney's suggestion and probably expected to exercise some judgement as to whetter the procedure makes sense. Commissioner Kirwin stated that a great deal of the administrative procedure will be evident once they read the fair housing cases and basically the Commission has been asked to develop a simple outline once they have been presented with a case. He stated that the ,Commission needs to form a committee and get the names of individuals who can commit to hear the case. Mr. Molinary stated that if the Commission elects to hear the case and the Complainant/Respondent agree, the attorneys representing both sides will expect a certain amount of knowledge regarding the fair housing law. He stated that the state and city Human Rights Commissions (who are larger and have been doing this longer than this Commission), have certain procedure that they use in hearings such cases and they have administrative law judges to make recommendations to these Commissioners. Commissioner Kirwan moved that a committee be formed to advise the Commission of the procedures that will be used in a fair housing ruling. Co -Chair Sales seconded the motion Commissioner Stein stated that he was uncomfortable with a variety of options that Ms. Haynes was offering the Commission that do not make sense until they hear the case. He stated that he did not object to the motion but requested that it be amended to include "with staffs assistance". Ms. Haynes restated what the issuance of a charge of discrimination would include and indicated that when procedures are established she will know who to give it to. Co -Chair Rosen stated that the committee who is going to decide what the procedures are may decide to give the charge to the three or four Commissioners who arc going to hear the case. Co -Chair Nehal stated that since time may be a factor in this process, the entire Commission could not necessarily be convened to review the information prior to the hearing. He referred to motion on the floor, there was no other discussion. Co -Chair Nehal stated that he did not believe the Commission is ever without staff's help. The motion was amended as following: Commissioner Kirwan made a motion that the Commission convene a committee to draft a process to prepare for an administrative hearing or charges brought by the Commission with staffs assistance. The motion was unanimously approved Commissioners Kirwan,and Stein and Co -Chair Nchal volunteered to sit on a committee to draft a process for administrative hearings. VIL DISCUSSION ITEMS A. Camille Wilmington's Request for Appeal — Giordano's For informational purposes, Co -Chair Rosen recapped the incidents of this matter. She stated that several individuals riled complaints against Giorduto's Pizza, alleging their unwillingness to deliver pica to certain neighborhoods in Evanston. The Human Relations Commission staff investigated the complaints and issued a finding of "no cause" for the alleged discrimination. Ms. Wilmington was mailed a copy of the initial findings as were the other complainants however she did not receive the document. Since that time another copy of the findings were mailed to her which she received. As a result of the findings, Ms. Wilmington requested an appeal to the Commission and staff. The item was placed on the May agenda. At the time Ms. Wilmington's issue came up for discussion, a quorum was not available to make a decision regarding the matter. Staff again mailed a letter to Ms. Wilmington, informing her that her request would be placed on the June agenda Ms. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 4 of 12 Wilmington was informed that she could submit written information to staff and the Commission regarding her appeal or she could attend the meeting to present that information. Co -Chair Nehal stated that before Ms. Wilmington was heard there needed to be some clarification as to what the Commission can decide in the event of an appeal. He stated that they had several options regarding the matter which are: accept staffs findings as submitted; return the Complaint for further investigation; conduct their own investigation or the Commission could choose not to hear the case. Mr. Molinary stated that in every civil rights case there is a structure to decide whether there is probable or reasonable cause that has a minimal amount of evidence. If the Commission is going to review the case to see if there was an error in the recommendations, it would behoove them to use the structure that is currently in place and is used by the state and federal agencies to hear civil right cases, which Ms. WlUaington's is. Commissioner Stein stated that when Ms. Wilmington initially filed her complaint he asked Ms. Haynes on what basis was the Complainant appealing to the Commission and Ms. Haynes' response was: "the general Ordinance creating this Commission", she did not reference any specific law or set of criteria. He stated that he understood Mr. Molbury's comments which make sense to him but based on Ms. Haynes' comments, he was confused by her response. Commissioner Stein stated that when Ms. Haynes' decision/findings were presented to the Commission on March 27`, there was no action taken by the Commissioners to either support or reject the findings. Considering these facts, on what basis is the Commission supposed to hear Ms. Wilmington's appeal? He expressed concern that this question arose now rather than earlier. Ms. Haynes stated that when Ms. Wilmington initially requested an appeal and the Commissioners were notified of such, it would have been r I r '..,e to have a procedure in place that she could have used and resumed to the Complainant. She stated that the Commissioners should hear from Ms. Wilmington and Ms. Blanchard what they believe arc the issues. The Commission could then develop some procedures and decide what they want to do with that information. Ms. Haynes stated that both Ms. Wilmington's and Ms. Blanchard's :tames appear ' n the complaint however, Ms. Wilmington was the only one who filed an appeal. Ms. Wilmington was requested by Co -Chairs Rosen and Nehal to present information regarding her appeal. Following are the issues/concerns/items that she presented: Ms. Wilmington referenced newspaper articles that appeared in some Evanston and Chicago newspapers regarding the complaints filed against Giordano's; she referenced an article in the July 2001 issue of Black Enterprise Magazine; Commissioner Nehal asked Ms. Wilmington what was the source of information for the material? Ms. Wilmingtor stand that everything was contradictory; statements that were printed in articles were different from the statements that she received regarding Giordano's response to the allegations. Com missiomr Kirwan stated that although Ms. Wilmington was referencing newspaper and magazine articles as reasons for part of her appeal he requested that she confine her overall statements to the specific reasons for appealing the decision. Ms. Wilmington stated that the findings indicated she did not place an order which is incorrect and based upon the investigation that was a false funding because she did place an order, her order was not taken because she was refused delivery. She stated that she was not going to place an order and pick up a pizza when she was insulted; she was not going to pick up and pay money to someone who just told her that they would not come to her area because her people do not pay - her people have crime in the aria. She stated that the order was placed by phone. Once she was told that delivery was not allowed in her area, she refused to keep the order and told Giordano's to cancel it. Commissioner Kirwan asked Ms. Wilmington did she submit her telephone bill as evidence for the date and time that she placed the order? Ms. Wilmington response was: "no" because she was not asked to provide any documents which she feels also is a fault of the investigation; everything was asked of Giordano's— nothing was asked of her, nothing came back to her as a rebuttal for anything that Giordarno's stated. Commissioner Kirwan stated that if he were going into any type of procedure he would take everything with him that he could to bolst t case. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 5 of 12 Ms. Wilmington stated that she was not gisen an opportunity to present that material; she did not know such documents would be requested and was not aware of any procedures. All she knows is that things were asked of Giordano's and nothing was asked of her. She asked for an investigation but did not receive the same treatment that Giordano's did and if asked, she could have provided some information. Commissioner Stein asked Ms. Wilmington where did the statement in the report "Complainant telephoned Respondent and placed an order" come from? Ms. Wilmington stated the comment was made in her interview with Ms. Haynes but the investigation indicates an order was not placed. Commissioner Bailey asked Ms. Wilmington if she was asked to present some type of evidence now could she do so? Ms. Wilmington responded that she could with a phone bill. Commissioner Stein stated that the Executive Director's report does reflect Ms. Wilmington's statements in the original complaint but he does not understand what remedy she is seeking. Ms. Wilmington stated that if the investigation resulted in a "no cause" fording and if there are things wrong in the investigation then they need to be corrected In the interview she informed Ms. Haynes that an order was made by phone but somewhere the findings state she did not place an order. Co -Chair Nehal and Commissioner Stein stated that they could not find that second part of the information in the findings. At this time during Ms. Wilmington's presentation of information, Co -Chair Rosen asked if there were any other points of appeal or issues 9w wanted to snake other than the contradiction of the statement that an order was placed but it was canceled because delivery was denied but the findings state that no order was made? Ms. Wilmington indicated there was a statement made that the business was misrepresented by another manager or owner. She stated that she spoke to Mr. Mavarakis and if he is not the owner/manager, then she would like to know who is because he is the person she spoke with .mr the phone and in person; he is the one that called the police; he is the one that told her face to face they would not deliver to her area because of her people. Mr. Mavarakis told the Police that he was the owner of the business for twenty or thirty years. Ms. Wilmington referred to a newspaper article that stated someone else misstated his business practices, however, he is the person she talked to. She stated that this is a major contradiction because the findings indicate that she spoke to another person. Ms. Wilmington referred to a comment from a newspaper article in the Chicaeo Sun. February 5, 2001, where Ms. Haynes stated: "The drivers were afraid of some southern areas of Evanston because residents are racially different". The findings stated that "we presume that the issue was race". Co -Chair Nehal stated that the comment does not say that they did not or would not deliver, it only states that the drivers had some concerns about going into those areas. Ms. Wilmington stated that she referred to the quote because the article is based on the refusal of delivery which is one of the reasons the drivers gave Ms. Haynes — because they were afraid of the area - Ms. Wilmington stated that according to an article in the Evanston Review, Ms. Haynes also stated that she received several complaints from other citizens who ordered pizzas and were told the restaurants could not make deliveries to those areas. Ms. Haynes stated that from talking to restaurants they indicated that they were trying to protect their employees from robberies and other crimes during delivery but according to the latest Police statistics, both reasons did not hold up. The Dailv Northwestern interviewed Mr. Mavarakis who stated that: "His restaurant is suspicious of several blocks in Central Evanston". The Evanston Roundtable quoted Ms. Haynes as saying "The owner did not refute charges of the selective delivery denials to targeted areas of Evanston made on specific dates". The Black Enterprise Magazine, July 2001 issue, states: "Haynes said that in Illinois it is not only a federal offense to discriminate in accommodations, it is also a state violation. Haynes called the owner of the Giordano's franchise Theodore Mavarakis into the Commission office and let him know that he was violating state as well as federal law. Haynes said Mavarakis promised to end his discriminatory practices immediately. Haynes said it amazing how ignorant people are of the law and we have to educate people to the law so they will abide by iL" Co Chair Nehal asked Ms. Wilmington if she was saying that Ms. Haynes' statement points specifically to what should have been a funding of "cause"? Ms. Wilmington response was "yes". She stated that to tail someone into your office and tell them that they are violating the law and the person say they are going to change their practices speaks for itself. Commissioner Nehal asked Ms. Wilmington if she has any official, sworn, or police statements to corroborate her position? (A& Wilmington's response %w not completely audible due to the sudden generation ojnotse andstatic that i4as picked up on a/the microphone(s). fiowew. there mu a "no" in her statement). Co -Chair Nehal stated char the reason he asked the question is because the filter of media may not always HUMAN RELATIONS COhiNi1SS10N ti11NUTES June 27, 2001 Page 6 of 12 report the most accurate information. He stated that since she did not have any supporting statements, the Commission would work with the information that she presented to them. Ms. Wilmington referred to Ms. Haynes findings on page 5 of 7; the last sentence states that: "Plaintiff #2 never placed an order on that day". In her opinion that statement is inaccurate and a contradiction. Also on page 5 of 7 in the paragraph THE DISCUSSION, the Cmdings state: 'here is no doubt in this investigator's mind that the Respondent did refuse to deliver to Complainants numbers 1 and 2. 1 was unable to find any evidence of a policy of selective.'exciusionary deliveries". Nts. Wilmington stated that she finds these comments contradictory; when someone has said they refused delivery, what did they base their refusal on? Co -Chair Nrhal asked Ms. Blanchard if she wanted to present any information. Ms. Blanchard said "no". C -Chair Nehal asked Ms. Haynes if she would explain the word "policy" as it appears in the findings. Ms. Haynes stated that she was not prepared nor did she think it was appropriate for her to respond to any questions/comments from the Commissioners at this time. She stated that in discrimination cases (particularly this type), a pattern has to be established. The Department of Human Rights and EEOC do not find individuals guilty based on one incident. When the time is appropriate, stall" will explain the standards that are used to determine whether or not a complaint does or does not have merit. She stated that her findings acknowledge that what Ms. Wilmington said happened However, that may not be enough to rind a charge of discrimination based on the standards that have to be met. Ms. Haynes stated that she will respond t to the issues that Ms. Wilmington raised. Ms. Tan stated that she does not think it is accurate to say there has to be a pattern established to file charges of discrimination with the Department of Human Relations, EEO or this Commission. She stated that she understands the importance of establishing a protxss or procedure but with any issue that is presented before the Commission, multiple incidents are not required where there is discriminatory behavior. Commissioner Stein asked Ms. Wilmington since she objected to the findings, what would she propose instead? Ms. Wilmington state. A she would bike for a new investigation to take place. Co -Chair Nehal asked her if there is a specific remedy she is seeking as a result of her appeal? Ms. Wilmington stated she believes there is damage to the community; she would never buy another pizza from Giordano's and would make sure that anyone she knows is told not to use their facility. She feels that Giordano's have a lot to do to make up to the community however, there are other restaurants who are guilty of the saline practice. Ms. Wilmington stated that she moved to Evanston because she thought it was a diverse community but she is not happy now and does not plan on staying if this incident is an example of how site is going to be treated. She stated that she did not go and fight in Desert Storm to return and not have a pizza delivered. Commissioner Kirwan asked Ms. Wilmington if site has ordered a pizza from anyone since this incident took place and if so was she refused delivery? Ms. Wilmington stated that she has ordered pizzas rom Gi na's East and she has never had such an experience until the incident with Giordano's happened. Ms. Haynes stated that when the media became aware of the charges of discrimination against Giordano's. staff notified all of restaurants in Evanston by mail of the law regarding food delivery practices whether they deliver or not. Businesses who responded to the letter stated that their fear or reluctance to deliver to certain area of Evanston was not based on race but rather the safety of their drivers. As a result of this feedback, staff' in conjunction with the Police Department, put together a training program and mailed letters once again to all of the restaurants, informing them where and when it would take place. Several business ownerfmanagers and drivers attended the training where they were told things not only the drivers could do to ensure their safety but there were tips fqr the owners to ensure their safety. Ms. Haynes asked Ms. Wilmington what would she hike to see happen to those restaurants that do not deliver to certain areas? Ms. Wilmington stated there should be some type of penalty to show them that their behavior will not be tolerated Ms. Haynes asked her what type of penalty? Ms. Wilmington stated that if a restaurant refuses to deliver to her neighborhood but will deliver to other areas of the community, the City should intervene and assess some type of penalty even if it means withdrawing their business license. Vice -Chair Hagemann stated that what was worked out with Giordano's in her opinion is what made her accept the findings becau- it changed them as far as she can see. She stated that she would rather see change as opposed to punishment because the Commission's i is to change things to be more inclusive, be understanding and make the commitment to change. Ms. Wilimington stated that she agreed with Commissioner Hagemann but she is not willing to test Giordano's because they have a lot of work to do in the community to win her business back. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 7of12 Commissioner Stein asked Ms. Wilmington to tell the Commissioners :.bout a specific incident that occurred after the first one where Giordano's continued to discriminate that would allow the Commission to take some action. However, if she simply offers the general statement that Giordano's should not have refused delivery to her area, the Commissioners have already agreed that they should not have refused to do so. He stated that since staff did their mailings to all of the restaurants informing them of the delivery law and conducted training, the Commission has not received another complaint regarding Giordano's or other restaurants. Ms. Wilmington stated that she does not know any one in her community first has ordered from Giordanw's, therefore, the Commission would not hear anything. She stated that since she has filed a charge of discrimination against Girordm a's she does not trust them enough to order anodia pizza. Ca4Cha1r NdW asked Ms. Wilmington if she is pursuing other k d avenues regarding this incident? Ms. Wilmington stated that she filed a eompbint with the Illinois Department of Human Rights (IDHR) once she received Ms. Haynes fmrfngs. She has not received a response from IDHR yet Commissioner Cervantes entered the sleeting at this time. Co -Chair Rosen thanked Ms. Wilmington for pasenting her information and concerns before the Commission to help clarify her position. She stated that the Commission needs to respond to Ms. Wilmington's appeal and establish some kind of procedure to address cornplaints and other issues as well as appeals that may come before them. Ms. Haynes stated that she will prepare a response to the Commissioners by the week. of July 9` rcgading the issues that Ms. Wilmington raised at" meeting. The Commissioners agreed that they will respond to Ms. Wilmington in writing by the next Commission meeting and if they arc unable to do so they will notify her of such. Vke4Aair Hagemann moved that that the executive Committee meet and mate a recommemlation to the enthv Commission for approval at the August meeting. Ms. Haynes stated that since the CommUNITY will take place in August. staff has to prepare for that and it would be impossible for them to prepare for a Commission meeting. Commissioner Cervantes apologized for attending the meeting We and bated on Ms. Haynes commetats that a meeting could not take place in August, he made the following motion: Commissioner Cervantes moved that the Eimutive Committee be authorised by the entire Commission to provide a response to M.T. WdmLrgton by the September meeting. Commissioner Kirwan seconded the mottos. As there were two motions on the floor, Vice -Chair Hagemann withdrew her motion. The Commissioners agreed that providing a response to Ms. Wilmington in September is too tang for her to wait. Commissioner Cervantes amended his motion to read. When the Commissioners receive infmmution from staff they will each contact the Emcutive Committee with their expressed opinions, etc., so that sec ff will have the authority to at and respond to Ms. Wilmington's presentation. The motion v= seconded by Commissioner Hagemann and approved. CammissiovnerSreln abstained B. Landlord/Tenant Problem -Solving Process As an update, Co -Chair Rosen stated that the Commission prepared new recommendations and amendments to the Residential Landlord/Tenant Ordinance (RLTO) that were not overwhelming accepted by everyone in the community as was indicated by the forum that was held on November 20. 2000, in Council Chambers. Most of the concerns were expressed by landlords. The City Council requested that the Commission make recommendations how the amendments could be more palatable to landlords and tenants. The Commission decided that forums would be held for both parties to talk about the amendments and the RLTO. Co -Chair Nehal and Commissioner Stein developed two possible draft processes for those meetings. Co -Chair Rosen stated that Ms. Haynes provided a memo to the Commissioners addressing the status for the proposed revisions for the RLTO. HUMAN RELATIONS COMMISSION MINUTES .luxe 27, 2001 Page 8 of 12 Commissioner Stein asked Ms. Hanes what was the Planning and Development Committee's (P&D) response to her memo of June 19, 2001, regarding the "Status of the Proposed Revisions to the Residential landlord and Tenant Ordinance"? Ms. Haynes stated no questions were asked of he however, they said they would see her in September. Co -Chair Rosen opened the floor for questions/comments. Commissioner Cervantes wanted to know how the Commissiontstaff plan to get the appropriate people to attend the workshops? Ms. Haynes stetted that the department has a large data base of landlords and tenants in addition to Property Standards records. Ads could be placed in the newspapers encouraging their participation. She stated that initially she was very supportive of the problem solving processes that Co- ChairNehal and Commissioner Stein developed however, her concern now is that people will not participate in the workshops if they have to read a document for forty-five minutes in addition to the RLTO and recommend changes. Ms. Haynes stated that she does not believe the landlords will change their positions but the tenants have not been heard. She suggested that an administrative procedure be developed for landlords, informing them how the process would work if they am cited for violations. She stated that she believes the documents developed by Co -Chair Nehal and Commissioner Stein will open up the entire Ordinance for questions which she believes is a very good and valuable document. Commissioner Cervantes also expressed concern that if the workshops do take place landlords will out -number tenants; staff is pretty certain what landlords want but they do not know what the tenants feelings are about the amendments to the RLTO. He suggested a random selective interview process to make sure there is a balance for both panics. He stated that ultimately he believes the Commission is going to have to decide what issues they are going to addreu relative to landlords and tenants concrms and make those mommendations to staff. In view of this imbalance and the approach that was suggested, the Commission should not accept it and do something different. Ultimately the Commission would have to decide what is right or wrong with the Ordinance and go ahead and do what t they think is the right thing. Commissioner Stein stated that he met with Mr. Wolinski, Director for the Department of Community Development, who provided him with a copy of the 1990 HUD Strategic Plan that his department was engaged in. One of the facts stated in that report is that half of the reset -ts in Evanston are ratters which sets this community apart from others on the Northshore. He suggested that research be conducted to dett. .e how many tenants rent range from as high as S2,000 or as low as S200 per month, a Ms. Haynes staled that she informed P&D that she would provide them with an update in September in terms of the Commission's progress i with the amendments. Co -Chair Rosen stated that she wanted to refer this matter back to the Housing Committee based on: (1) The eonta wnts of Commissioners Ca vantes/Stein and Ms. Haynes. She stated that the discussion regarding the current processes developed are not necessarily the best tools to use, perhaps another proposal could be developed; and (2) the Housing Committee should discuss how the procedure will function and bring back their recommendations to the entire Commission. Commissioner Cervantes stated that he is interested in knowing what percent of the residents who are renters in Evanston utilize the RLTO services offered by the city and asked does the department receive complaints from tenants who are renting high priced condos? He stated that if the data collected determines that twenty-five percent of rental property is two thousand dollars or higher, again, how does that information influence what the Commission is going to do? Commissioner Cervantes asked Commissioner Stein how does that information influence what the Commission is going to do and if that information is collected, how will it be used? He stated that the answer is not at all. therefore the question of gathering that type of data is irrelevant. He wanted to know how does all of this correlate to Ms. Haynes' information that the majority of the complaints received rare from tenants whose rent is two thousand dollars or more per month as opposed to people who live in squalor? Commissioner Stein stated stated if it is true that the majority of renters in Evanston arc well to-do, interviews would provide useful data: if on the contrary it is discovered that the majority of renters are on Section 8. are low-income individuals or numbers of various minorities, he would want to rethink how to approach these groups of individuals because he is not sure interviews would be productive. Co -Chair Nehd moved that the matter be referred hack to the Housing Corrurrattee for further action to bring forth a recommemkdJorn to the entire Commission Vice -Choir Hagemunn seconded the motion 77w notion was unanimously approved Members of the Housing Committee are: Commissioners Bailey, Stein, Cervantes, Co -Chair Nehal and Ms. Haynes. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 9 of 112 Ms. Haynes reminded the Commissioners that Commissioner Bailey's tenure will end September 2001. At this juncture of the meeting, Ms. Haynes introduced Ms. Yvonne Dickerson who is the Chairperson of the dousing Committee. Ms. Dickerson stated that her presence at the meeting was that of an observor. She asked the Commissioners how many of them are renters? Commissioner Nehal was the only member who responded as a renter. Ms. Dickerson stated that as she listened to the meeting she was getting high blood pressure based on the comments regarding data as it relates to renters. She stated that renters are renters and all of them have the same rights; it does not matter what their income is because one can depart from that and get into other issues. She reiterated that one renter cannot be distinguished from another, especially if this Commission wants the Housing Commission assistance. She stated that the dialogue was out of step with its own Commission. C. Boy Scouts of America Ban on Gays Ms, Haynes storied that last year, the Fourth of July Association had the Boy Scouts lead the parade with the Liberty Bell which led to many complaints because of the Boy Scouts ban on Gays. The complainants indicated that a community who touts its diversity should be more sensitive and aware of this and the Fourth of July Association should not have permitted this to happen. In response to the complaints, staff conducted some research and sent a letter to the Fourth of July Association informing them that the Commission supports inclusion and did not support their decision to have the Boy Scouts carry the Liberty Bell; they were informed that several complaints had been canmunicutd to staff. The letter also encouraged them that in the future they entrust that cherished symbol of this country with a group or organization that ptat_tice inchuion. Ms. Haynes stated that last week the City Manager, Mr. Crum, informed her that the Fourth of July Association plan to have the Boy Scotus kid the parade again with the Liberty Bell this Fourth of July. She stated that as Chair of the United Way Campaign for the City this year, she is aware that they did not contribute money to the Boy Scouts this year because of their policy. She stated that it would be appropriate for the Commission to make some type of public pronouncement prior to or after the parade in terms of their position regarding the Boy Scouts leading the parade with the Liberty Bell. The Fourth of July Association never responded to the staffs letters. Ao in-depth discussion ensued that resulted in the following concerns and comments: aloes the Fourth of July Parade Association receive monies or resources from the city 2 Since there are city staff who assist in putting the celebration together, is this considered a violation of the law? City resources require non-discriminatory application of those funds; is this a non-discriminatory display of those dollars? Ms. Haynes stated that she wanted to verify whether allocations were issued and if not, is the staff that is involved paid for their time while working with the Association since the City owns the bell. *Commissioner Cervantes requested that the City Manager be invited to a Commission meeting to discuss this concern and hear what the city's position is regarding this matter. •It was agreed that the Commission would draft another letter before the Fourth of July and two or three Commissioners would accompany Ms. Haynes to deliver this letter in person to the head of the Fourth of July Association, expressing their concern regarding this matter. Commissioner Stein disagreed with the decision to personally deliver a letter to the head of the Fourth of July Association, stating that the Commission is not an independent authority that can do whatever it wants because it is an entity of the city. one Commission's position is that as a social entity, part of their role is to bring people together and not support elements of separation; this is one of those elements that tend to separate. This is not a legal issue but a social one. eCommiuiorw Cervantes moved that the Commission re,drafl a letter similar to the one staff previously sent, stating that it is the Commitshm's wxkritwuhng that the Fourth ofJuly Association intends logo ahead andhave the Boy Scouts lead the parade carrying the Liberty BeJ4 inspire of the Commission's recommendations that they reconsider the sensitivities of the Issue. In view of the previous recommendations, the Commission strongly suggest that you reflect a statement of inclusion. Due to timeliness of the situation the letter will be hand delivered by Afs. Haynes and accompanied by selected Commissioners. The motion was seconded by Co -Chair Neha1. Co -Chair Nehal proposed a potential amendment to the motion to include: "an open letter or statement that will appear in the Review and an or Roundtable so that the community will be aware that the CommWion is opposed to the Fourth ofJuly Associations action ". 77w motion was seconded by Commissioner Cervantes. The motion was approved. Commissioner Stein abstained Vice -Chair Hagenann volunteered to accompany Ms. Haynes when the letter is delivered. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Paige 10 of 12 Co -Chair Rosen requested that staff revise the letter that was sent to the Fourth of July Association for the purposes of the prior motion; and that staff assist the Commissioners in setting up a meeting to deliver the letter to the appropriate person. She also volunteered to accompany Ms. Haynes in delivering the letter. After some discussion it was decided that the lener appearing in the Evanston Review, Roundtable. or other publications, should be prepared under the signature of the Co -Chairs and the Vice -Chair since they are the leaders of the Commission. Co -Chair Rosen stated she will draft a letter and share it with Ms. Haynes. Mr. Moiinary commented that since he is a member of the Gay population, what is happening now will continue for the next ten to fifteen years. People have to try to embrace each other, reform and know that this is a serious matter or else they will maintain their same mind set and changes will not take place. VIII. COMMUNICATIONS AND ARTICLES A. Executive Director's Report Commissioner Stein complimented Ms. Haynes on her report. He asked her to consider distributing it to a wider audience. Vice -Chair Hagemann commended all of the staff for their efforts as outlined in Ms. Haynes report. B. "A call for decortnm at graduation ceremonies". Chicaro Trii taw Vice -Chair Hagemann stated that she is the one who brought attention to the above referenced newspaper article and the community should be aware of it since it addressed an Evanston sch000l. Ms. Tarr commented that she spoke to someone who attended the graduation at Haven who had a different opinion as to what hopper ' it the graduation versus that of Mr. WyclifY who wrote the article. The individual stated there was one student who took his robe of d displayed his white suit but she did not feel Mr. Wyclifi's response to was fair to the entire group; she felt the writer made it harmful because of the actions of one student. Commissioner Bailey stated that she attended Evanston Towhship High School's graduation and felt Mr. Wycliff's comments were on target. Co -Chair Rosen stated that given the comments from Ms. Bailey and Ms. Tarr and from some of the comments made earlier In the meeting, unfortunately it shows how things can get distorted in the media; what may be acceptable to some is not acceptable to others. Commissioner Cervantes commented that whether a community is diverse or not there: still needs to be a basic respect for others. People are no longer courteous or civil to other and diversity is no excuse for disrespect He reminded the Commissioners that they treed to be vigilant and know what is going on in this community. Co -Chair Rosen thanked Vice -Chair Hagemann for bringing the articles to the Commission's attention. Ms. Ester commented that non -acceptable behavior does not happen only is the Evanston schools. She stated that when elected City Officials disrespect people on television and it is reported in the newspapers, then you get what you practice. People have to be aware of what the City Council is doing in this community and what messages they arc sending to the community. If this Commission does not send a letter or stop the institution that is fostering this behavior, then one cannot say it is wrong because the institution is supporting it. She stated that human beings should not be violent or look at each other differently. Is the person who pays one hundred dollars per month for rent rights or concerns less important than the person who pays two thousand dollars a month for rent? Ms. Ester stated that if these are the basis as to how people are treated then she has a problem with this Commission. If a study is conducted based on the amount of mot a person pays or his/her race she will file a complaint against the Commission because they will be acting in a discriminatory manner, the law is written to protect everyone whether they come before this Commission for assistance or not. IX. UNFINiSHEDIOLD BUSINESS A. Ms. Peggy Tarr's Complaint Co -Chair Rosen stated that prior to the May meeting, staff provided the Commissioners with a concern/complaint that Ms. Tarr presented to the Commission. The former Chair of the Commission, Mr. Hollis Settles, was going to appoint a committee to investigate Ms. Tarr's HUMAN RFLAT1ONS COMMISSION MINUTES June 27, 2001 Page I of 11 complaint further but he did not do so; Commissioner Stein did volunteer to sit on that committee. Co -Chair Rosen stated that nothing had been accomplished regarding the complaint. Ms. Tarr informed the Commission that she was withdrawing her complaint because she felt uncomfortable regarding the dialogue that occurred when she presented some of her concerns to the Commissioners at the May meeting. She stated that aside from the fact that a committee has not addressed her concerns or that the Commission does not have a mechanism in place to addresslrespond to issues. she is not comfortable with what the Commission see as their mission in the community. Ms. Tarr stated that rather than discuss other concerns that she has with the Commission at this meeting, she is willing to write a letter detailing those concerns. Co -Chair Rosen encouraged Ms. Tarr to write that letter and assured her that she has had an opportunity to view die Commission at its greatest time of upheaval with the resignation of Mr. Settles. Currently the Commission is redirecting and understanding what their role is and it is unformnate that W. Tarr's complaint was presented at this time. She stated that based on Ms. Tarr's complaint, the Commission will have a better understanding of what their positions arc within the next several months which is a goal and priority. B. Alleged Disparity of The African Males in Special Education Programs Co -Chair Rosen stated that this issue was presented to the Commission by Vice -Chair Hagemann but she was not at the May meeting to address it. Therefore, she referred the matter to the Education Committee for investigation to present that information to the entire Commission at the July meeting. Vice -Chair Hagtmhann stated that she has an interview scheduled withinin the next couple of day with an individual who has voiced a complaint regarding this matter. She will provide information to the Commission at the next meeting. Members of the Education Committee are: Co -Chair Rosen, Vice -Chair Hagerrtann and Commissioners Kirwan and Hagcn=n. X. NEW BUSINESS Ms. Haynes stated that the YMCA has been working with a task force to examine a request for a teaeational facility in southeast Evanston. She provided the Commissioners with some sample letters from the YMC& requesting that members of the Commission pass the letters on to other individuals. The YMCA also requested that the Commissioners write letters supporting the request for Congresswoman Schakowsky to secure one million dollars for a new child care facility in southeast Evanston. Co -Chair Rosen encouraged the Commissioners to mail or fax personal letters to the appropriate agency/persons per the YMCA's request by June 30+. Co -Choir Rosen moved than the CommW ion send a letter supporting the request Commissioner Cervawes secomded the motion which ww unanimously approved Ms. Haynes stated that sometime in the near future, the Commission needs to look at the changes Ow are taking place in Evanston because they will impact the kind of work that it does in the community. Co -Chair Rosen agreed. The Commissioners received a Proper Plan for Production that was prepared by Co -Chairs Rosen and Nehal for their review which will serve as a basis for the service that should be provided for Evanston. Co -Chair Rosen re -capped the disposition of the following agenda items: *Commissioners Stein, Kirwan, and Co -Chair Nehal volunteered to sit on a committee that will meet to decide the process of the possible fair housing charge of discrimination that may be issued by saff. Co -Chair Nehal will be initial contact and staff will also provide the Commissioners with some fair housing cases to review; *Staff agreed to respond to Ms. Wilmington's issues that she presented, i.e., her request for an appeal regarding the findings to the Giordano's complaint. A copy will be given to all of the Commissioners who will forward their responses to the Executive Committee for a decision which they will forward to staff; *The Landlord/Tcnant Problem -Solving Process was referred back to the Housing Committee to develop a new process; *Staff is going to re -draft a letta similar to the one prepared last year to the Fourth of July Association regarding the Boy Scouts of American carrying the Liberty Bell in this year's parade; the letter will be hand delivered by Ms. Haynes and duce or four Commissioners. Co -Chair Rosen is going to draft a letter for the local media regarding this matter, •Peggy Tarr withdrew her complaint; and •The Education Committee is going to meet to discuss the alleged disparity of African American Males in Special Education Classes. HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 12of12 XI. ADJOURNMENT There being no further business. Commissioner Stein moved to adjourn the meeting at 10:20 p.m. The motion was seconded by Co -Chair Nehal and unanimously approved. Respectful submitted by: ,� 1 se«e<ary Date: Dorly Thrower / _ 1 • EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, July 25, 2001 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Jason Nehal-Co-Chair, Mavis Hagemann, Vice -Chair. Michael Cervantes, NancyBailey, Barry Slavis and Leonard Stein COMMISSIONER(S) EXCUSED: HaIlie Rosen -Co -Chair and Leo Kirwan STAFF PRESENT: Paula A. Haynes and Lisa Allen STAFF EXCUSED: Dorothy Thrower GUESTSNISITORS: Richard Eisenstein, M. Kelly, Peggy Tarr, E.J. Schultz, Tracy Westland, Hannah Lobel, and Donn Stuckert Co -Chair Nehal called the meeting to order at 7:07 p.m. L DECLARATION OF QUORUM A quorum was declared. IL INTRODUCTION OF GUESTS AND VISITORS The following individuals introduced themselves: Hannah Lobel is a student at NU Medill School of Journalism; she was covering Race relations for the upcoming quarter. Tracy Westland is a student at NU Medill School of Journalism; she was covering housing in Evanston; E.J. Schultz is a student at NU MedilI School of Journalism; he was covering social services; Richard Eisenstein is a resident of Evanston; Donna Stuckert is the Community Coordinator for the City of Evanston; Peggy Tarr is a resident of Evanston; and Margaret Kelly is a resident of Evanston_ A. Citizens Comments Ms. Tarr presented some concerns to the Commission that she and some other individuals who were unable to attend the meeting have. The first concern is since the City Manager is the supervisor for the Director of the Human Relations Commission, does this pose some problems if there are cases involving city employees? She does not know if [here is any way of changing this but if it can be done, she requested that the Commission inform her so that she can ensure the other concerned individuals how they can push for this change. The second concern is regarding the Police/Civilian Review Board, which she understands from the Ordinance, the Human Relations Cornmiuion makes recommendations to the Human Services Committee. There arc concerns that the Civilian Review Board membership is made up of Human Services Committee members. Several individuals have stated that membership should also consist of some civilians who do not have a special position as an elected official in the City. The third item relates to a letter she prepared to the Commission, expressing concerns regarding the complaint that she initially filed with the Commission in May, 2001. Ms. Tarr read her letter which is available for public review. Co -Chair Nehal stated that generally citimts comments do not become action items at the meetings which they are made, however, the Commission understands that from time to time issues will be presented to them that are important which they should approach. However, the items) will be placed on the agenda for the next meeting after more information is gathered. The Commissioners may be able to answer any questions raised by the citizen at that time without conducting an investigation and approaching the matter as a potential action item. 0 APPROVAL OF MINUTES — JUNE 27, 2001 Commissioner Stein moved to approved the minutes; Vice -Chair Hagemann seconded the motion. Commissioner Stein stated that he informed Ms. Thrower of some typographical changes. Ms. Haynes stated that Ms. Thrower informed her that Commissioner Stein's corrections to the minutes included not only typographical corrections but he also requested that specific language be amended which HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 2 of 13 she believes changes the context of a specific statement that he made. The Commissioners agreed several months ago that amendments to the minutes other than grammatical or typos should be made at the meeting by the Commissioner(s) requesting such. Therefore. his. Thrower will present the change that Commissioner Stein requested at the August 22e° meeting for the Commission's approval. Commissioner Cervantes requested that additional comments on Page 8, be included in his statement: "In view of this imbalance and the approach that was being suggested, the Commission should not accept it and do something different. Ultimately the Commission would have to decide what is right or wrong with the Ordinance and go ahead and do what they think is the right thing". He also requested that on Page 8, 5* paragraph, statement "How does that information influence what the Commission is going to do? If that information is collected, how would it be used? The answer is not at all, therefore, the question of gathering that data was irrelevant". He stated that his statements were directed to Commissioner Stein. Lastly, he requested that Co -Chair Settles be corrected to read: "Chair" Settles. Commissioner Slavis requested the Education Committee, should reflect that he is a member. Commissiona Stein withdrew his motion to approve the minutes. Co -Chair Nehal made a motion to table the discussion of the minutes until the entire Commission can discuss Commissioner Stein's amendment to the minutes at the next meeting. Commissioner Slavis seconded the motion. There were no objections to the motion. UL DISCUSSION ITEMS A. Meeting Decorum Co -Chair Nehal referred to a draft of the Proposed Rules of Order for Commission meetings that was submitted by the Executive ---Committee. Since them was a contradiction in the By -Laws with regard to the Chair or Co -Chairs imposing methodology to carry out meetings, that statement was reconstructed as a means of simplifying meetings. The goals of the proposal am as follows- (1) avoid voting on every issue discussed, especially when action items are involved; (2) avoid discussing Commission items that did not require action; and (3) minimize repetition of discussions and streamline the process of going through action items in order to dispose of them with action rather than a great deal of frivolous discussion. He opened the floor for discussion, Commissioner Stein stated that he does not take exception to any thing in the By -Laws; he feels that ever,- paragraph is appropriate speaks to the point, but it runs into a problem that is frequently solved by organizations adopting Roberts Rules of Order as their basic procedure. As he has stated on previous occasions, most people do not know what Roberts Rules encompass and even the By -Laws are not in contradiction. Because Roberts Rules have been developed over a couple of centuries it has had time to adjust to the whole body ofrules through a series of unanticipated events. Since there is a tenth or eleventh edition it has pretty much reviewed every thing that might come up at a parliamentary meeting. When people begin to simplify them there is a question of "Has something been overlooked that is covered somewhere in Roberts Rules ". Commissioner Stein referred to the area of the By -Laws that addresses "Making Motions-. Co -Chair Nehal responded to Commissioner Stein that his reference to making motions is a point of order however, it does not mean that motions have to be seconded even if there is an appeal to the Chair or Co -Chairs. He also stated that one of the things that the Commissioners wish to avoid is pouring over volumes of considerable detail. As a means of making his point, Commissioner Stein continued to review and cite from the by-laws, the responsibilities that the Co - Chain are enacted with when presiding over meetings with regard to motions. He stated that with the quibbling comments that he cited, that is all he had to say and repeated that he saw nothing objectionable in any of the rules. Commissioner Slavis stated that he wondered if there is a contradiction to the idea under notes to offer opportunities for any input from the community and the guests. He read from the Proposed Rules of Order that: "The Commission will not immediately respond to citizen comments that are presented, however, any issue prrscnred by a citizen can become an agenda item at a future meeting". He stated that he believes that it is really important if someone comes to a meeting to present their issue, especially if helshe feels they have been discriminated against, and they feel like the Commission has acknowledged the importance of their issue. This is rcaily important if the Commission intends to move their meetings front different areas of the city or attempt to engender more citizen participation. Co -Chair Nchal stated that generally speaking, it is staffs role to investigate complaints of discrimination and he does not think Commission has not been minimizing them by giving people an opportunity to present their statements. He stated that he thinks Commission may run into more problems by acting or commenting in haste if they begin to hear issues and make them agenda items immediately. He stated that there is a process that takes place outside of the regular meetings that involve the committees. Ms. Haynes stated that she agreed with Commissioner SIavis' comments. She stated that people's feelings can be validated without HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 3 of 13 acknowledging what happened to a person - Co -Chair Nehal stated that his previous comments should be amended to say that "the Commission will provide commentary to individuals issues presented but they will not necessarily deliberate or act on an issue; they will take into account how they should respond as human beings". He stated that Commissioner Slavis' and Ms. Haynes' points are well taken in terms of the language that he previously articulated. One of the reasons that the Executive Committee developed their procedure was to address Commissioner Stein-s specific point, which was not to codify, which in fact it did. but at least now the specific expectations are addressed that do reflect Roberts Rules in some ways and there are some liberties. Commissioner Stein stated that how the Chairs preside with regard to Roberts Rules are very considerable and one of the problems that the Commission faced in the past is that the Chair did not exercise all of his powers. However, the present Co -Chairs appear to be quite sensitive to this point and he is prepared fully to trust how they conduct meeting without any additional rules. Co -Chair Nehal responded that in the interest of more or less transparency from the Chairs, they are letting the Commissioners know how they intend to conduct the meetings. Commissioner Stein asked if his comments can be accepted as a statement of their intention rather than a formal change of policy? He stated that the Sy -Laws indicate the Commission will conduct their meetings by Roberts Ruler and asked Co -Chair Nehal if they proposed changing that? Co -Chair Nehal responded that there are specific items that are going to be addressed in the By -Laws but he cannot specifically state what they are. Ms. Haynes stated that the By -Laws and the Enabling Ordinance are in conflict as to how the meetings are conducted and the Enabling Ordinance controls the By-laws. She referred to Section 2.5.3 of the Enabling Ordinance that states: "The Human Relations Commission shall meet regularly and adopt its own rules of procedure", which means the Co -Chairs do not have to use Roberts Rules to conduct their meetings. Commissioner Stein agreed that the Commission does not have to use Roberts Rules even though they appear in the By -Laws. If the Commission wishes to change that process. they certainly can but they do not have a proposal to do so. He asked if he mis-interpreted the Ordinance? Ms. Haynes stated that the document developed by the Executive Committee is a proposal to amend the By -Laws if it is adopted by the Commission. Commissioner Stein stated that he did not hear that the document was a proposal when it was initially presented and if that is the intent, he thinks it could be phrased shorter. He stated that the Co -Chairs could effectively achieve all of this if they take the proposal, as Co -Chair Nehal indicated, as a statement of intent. Commissioner Stein stated that he thinks the statement is a very good one. Commissioner Slavis asked Commissioner Stein if he objected to the statement? Commissioner Stein stated that he did not. Commissioner Slavis requested that the meeting be moved along. Commissioner Cervantes stated that he had a couple of objections. He objected to the dun minute time limit placed an citizens comments and suggested that the stated time limits become targets to shoot for that the Co -Chairs can acknowledge and extend without comment. If a citizen is presenting comments that take five minutes or more and are on target, relevant. useful and is then interrupted and told that he/she is over the time limit to speak, he cannot understand how that is going to work. Co -Chair Nehal stated that a citizen spoke earlier for five minutes and forty-five seconds without being interrupted. He stated that he understood Comm issioncr Cervantes comments but the time limits are guide points because they do not want people to get into a filibuster mode. 'There have been a few meetings where this has occurred and what the Co -Chain are trying to avoid repetitive discussion. Commissioner Cervantes suggested that the purpose of putting any rules of order in place are t%o-fold: (1) to make the meetings more cfiicient, but in no way should rules be put in place that reduce the effectiveness of the Commission. Effectiveness to him is communication . which is one of the reasons that this Commission exists. With regard to the emphasis on non -repetitive comments, every Commissioner should be allowed to build on other Commissioners statements; all of them should know where each other is on an issue. By emphasizing repetitive comments on issues, there is a possibility for some or all of the Commissioners not to have a good idea where everyone is an issue. He stated that he believes the framework is reasonable but thinks the guideline should state. "The Chair or Co -Chairs) have the freedom to allow continuation if they feel that someone's comments are on target and that three minute time limits ate targets. Co -Chair Nehal stated that Commissioner Cervantes comments are well taken. Commissioner Bailey asked Commissioner Cervantes if he was saying that the Chairman or Co -Chairs) can determine if an individual can speak for ten or twenty minutes, but if the Chair or Co-Chair(s) get the nod from other Commissioners, should they let the person continue speaking or stop him/her? Commissioner Cervantes stated that he thinks that the Co -Chairs have good judgment regarding HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 4 of 13 • issues that are presented but he does not want to ha,. a meetings that are conducted b% a stop watch. Co -Chair Nehal stated that he understands Commissioner Cervantes and the Executive Committee w ill look at re -writing some concerns expressed by Commissioners Slavis and Cervantes and incorporate them into the functions of the Chairs. Vice -Chair Hagemann stated that in her opinion, timing has been lacking in many meetings and it helps to have an idea of how long one is allowed to speak. Some Commissioners are unaware of how long they do talk. She stated that with some guidance they maybe able to do this. Co -Chair Nehal stated that the Special Procedure might help the Commissioners in terms of limiting discussion. If the person who is in charge of a specific item give a brief presentation, questions can be asked and then discussed. He reiterated that the Commissioners will be allowed to ask questions after a presentation and additional questions if clarification is required, however, it is the Co -Chairs intent to ctwify things at the beginning of an issue. Commissioner Slavis stated that he thinks the procedure is a very good start for the Executive Committee and it is obvious that they put a lot of time and order in this process.. There were no objections for Co -Chair Nehal moved the agenda to Discussion Item B. 0. Fair Housing Charge of Discrimination Co,Chair Nehal stated that in addition to himself~ Commissioners Kirwan and Stein volunteered as a committee to develop a procedure in addressing fair housing cases. He stated that Commissioner Kirwan outlined six steps that they are considering using. Commissioner Slavis asked if a timeline has been established for the preparation of this procedure? Co -Chair Nehal responded that circumstances have arisen where one may be needed. Ms. Haynes stated that the deadline has passed and she is holding off on signing a charg discrimination because a procedure is not yet in place and the time has been extended by which she should have issued the charge. stated that she needs to have something in place so that she can issue the charge of discrimination and if she signs it what is going to happen? Co-chair Nehal stated these are two things that are important regarding the process. (1) Who is going to hear the actual complaint which was addressed at the June 27i° mating? There has to be a minimum amount of people involved and available through the entire process; a minimuun of three people have to be involved but the desire is to have at least four or five people in case someone is unable to attend a hearing and (2) Are there reasons why a person should be excluded from participating in hearings? Ms. Haynes stated that prior to the hearing, there are some issues that require a process. (1) Once she sign a charge of discrimination, who on the Commission receives it? (2) How is the selection process going to be made in terms of whether the Commission hear the case or if it goes to court? The Fair Housing Ordinance states that the Complainant, Respondent and the Commission are all served; whoever contacts her or call the office first and make the election gets to [Hake their decision as to who will hear their case. Therefore, the Commission needs to be prepared to make some decisions quickly if they want to have some influence in terms of how these cases are addressed. Co -Chair Nehal stand that the Executive Committee has suggested that she notify them of the charge. He asked Commissioner Stein for his comments regarding the process whether the Commission will hear the complaint or refer it to the courts. Commissioner Stein stated that he read the Enabling Ordinance and the hearing section of the Fair Housing Ordinance. Both documents say that every member of the Commission can serve on the hearing board and that being so, he saw no grounds for which they could move beyond the legal specification. He saw no single rule that he could formulate that would guide the Commission in every situation. The language addresses the Executive Director, the nature of the case and the time it will take. Once it is determined that the case is a reasmably routine matter that can be addressed in three or four hearings is one alternative but, if it looks like it is a very complicated matter that is going to take longer, that raises other issues. Co -Chair Ndhat stated that he thinks the role of the Director makes it impossible for her to summarize a case. Commissioner Stein commented - not summarize it —just summarize the quality of the case. Ms. Haynes stand that she does not have any way of determineg how long it will take to hear a case due to the number of individuals involved" their availability to do so. Co -Chair Nchal asked Ms. Haynes if Ms. Brenniman could comment on the complexity of the case, Haynes response was "yes" and that she (Ms. Haynes) could also share the findings or what was investigated. C(mmisskx)cr Stein stated that if there is a very simple single charge that is very clear cut and she knows that and she its quite right in pointing out that lawyers can sometimes make simple things more complex than other might, he is puzzled why she feels she cannot make HUMAN RELATIONS COMIMISSION MINUTES June 27, 2001 ,Page 5 of 13 an educated guess about it. Ms. Haynes stated that she has never seen a simple case of discrimination case; they do not exist. Commissioner Stein stated that in reviewing the Far Housing Ordinance. he could not find one rule or formulation that would provide them with any guidance. Via -Chair Hagemann stated that since three members are needed to hear a case from beginning to end, they should have an idea of all of their available time. She stated that no one can agree that they will be hearing several cases when they are not even sure they can get four or five people at any time. Ms. Haynes suggested that the Commissioners develop some criteria regarding when they would hear a rase and when they would want to refer it to the courts. The list should also contain time consideration. Ms. Haynes stated that she is currently in the process of trying to conciliate the existing case, however, there is approximately S85.000 difference in the settlement request, the odds are that it is not going to be settled. Commissioner Stein suggested that the Committee meet an hour after the sidewalk sale this weekend downtown. Co -Chair Nehal stated that would be acceptable with him and for the time being the procedure will remain as it is and until something more concrete is developed, the Executive Committee will respond if something comes up immediately and it is their hope to have a more concrete statement policy at the next meeting. his. Haynes agreed with the decision. Commissioner Cervantes stated that he was confused as to what was taking place. fie asked Ms. Haynes if either the Respondent. Complainant or the Commission could decide to go to court or have the Commission hear the case? Ms. Haynes responded 'yes" once a charge of discrimination has been issued. Commissioner Cervantes asked if there are any historical issues that she could recall. He stated that if the Commission pass a case on to the courts they should have a very good reason for doing so and not having enough time should not be an excuse; the reputation of the Commission in the community could go down the tube in a hung. He stated that he believes this issue is being handled very loosely. Ms. Haynes stressed once again the importance of having a procedure in place with a time frame because either of the three entities can make the election as to who will hear the case. The Ordinance allows all three entities the opportunity of their choice, which is a foot race and there is no basis other than equity. Timeliness of a response is the controlling element; there is a twenty daytime period that one has to respond. Commissioner Cervantes asked Ms. Haynes if there is a rule which states the Commission cannot be given some advance information regarding the case? Ms. Haynes replied "no" because the Complainant or Respondent could argue that the Commission had formulated their opinion before the hearing and that they did not have a fair opportunity to present their case. This process would work the same way as cases that are heard in court. She stated that this is another reason why she does not provide information to the Commission regarding fair housing cases. Ms. Haynes informed Commissioner Cervantes that with regard to some historical information. she is aware of some past issues that arose with Commissioners hearing a case. Because the Commissioners are citizens and people do have access to their names. addresses and phone numbers, in the past, Respondents or Complainants have contacted Commissioners to lobby their case and because of that, the cases were passed directly to the courts. She stated that if the Commissioners do receive such calls they should inform the party that they cannot talk about the case. Commissioner Slavis asked Ms. Haynes asked if previous Commissions have developed a criteria when they will or will not hear a case? Ms. Haynes responded "no" and that is why she suggested developing criteria to hear a case. Again the question was asked, what kind of information would Ms. Haynes send the Executive Committee regarding the complaint? Ms. Haynes stated the Commissioners will receive a charge of discrimination from her including the complaint informing them of her findings of "cattle" or "no cause'. They will not receive copies of the evidence or any documents she reviewed. Based on her comments there was agreement that the only basis the Commission would decide not to hear a case is if there was undue influence extended or that three people could not be assembled to hear a case and there was an inability to maintain consistency. 1 f four people were selected, three would have to be present at every hearing. Commissioner Cervantes stated that he cannot imagine that any of the previous stated reasons would prevent the Commission from hearing a case. He stated that it appears the only reason that would prevent the Commission from hearing a rase is if there were a decisive conflict of intarrst that the Commission felt is so severe that they could not do a good job of heating the case objectively. He also stated that the Executive Committee should not decide whether the Commissioner will hear a case or not; each Commission could be notified my mail, telephone. etc. Ms. Haynes stated that what is critical when it comes to hearing a case is who makes the decision whether it is heard or not and once the notice is received the Commission has to respond immediately . Co -Chair Nehal stated that since time is important this would make it HUMAN RELATIONS COMMISSION MINUTES June 27. 2001 Page 6 of 13 • difficult to poll the Commission to determine who will be able to hear the case, Vice -Chair Hagemann stated that she did not agree with Commissioner Cervantes' objection to the Executive Committee making the decision whether the Commission would hear a case because of the time involved; because as it was previously stated, the Commission will want to hear all cases unless there were reasons that would prevent them from doing so. Ms. Haynes stated that some areas where they may be conflicts of interest, i.e., the Commissioners involvement in a case are: if family members are involved in a fair housing issue or if either party call the Commissioners and talk about the case. Commissioner Cervantes stated that someone needs to think about the things that could prevent the Commission or some Commissioners from bearing a case; the Executive Committee is thoroughly capable, if it sets an easy answer, to proceed and the Commissioners can be polled if it becomes necessary. Fie stated that his. Haynes reiterated that she is forbidden by law to tell the Commissioners anything about the case until they begin hearing it. I f they do not know anything about it then they have no basis for making any kind of decision. It is possible that some issue may become public knowledge and publicized in the press. and that the Commission is already aware of the issue and are waiting for Ms. Haynes to present it to them. 'Piero this happens the Commissioners have to search their conscience and determine wbetber they have been spoiled illegally before they were officially informed of the matter. He stated that he cannot pretend to predict what should be the right response of the total Commission in this type of situation: there may be other situations that cannot be dealt with until the details of the case are presented to them. Commissioner Cervantes stated again that the Executive Committee has no role at this juncture because the day they receive the charge they have no way of knowing who on the Commission has a conflict. Secondly, they do not know whether the case is so complex that the Commissioners are not capabic of hearing it. When Commissioner Stein's comments are examined, the role of the Executive Committee is really hollow because all they can do, if there is no data is to say whether they will or will not hear it. Commissioner Cervantes stated that the Complainant and the Respondent are the two people who have the stake here; the Commissioners areak objective hearers. He asked Ms. Haynes if the Commission decides to hear all cases, will they hear the case whether the Compl or Respondent wants them to or not? his. Haynes responded that it depends on who responds first, if the Commission responds first then they will hear the case. Commissioner Cervantes stated that he wanted to think about the right thing to do and he did not want to hear any citations from the Ordinance at this point. Continuing, he stated that it seems that the Complainant and the Respondent should have the right, if they want, to bypass the Commission and go to court. If the Commission makes the selection up front, they arc pre-empting either the Complaint or the Respondent decision to go to court and he is wondering if this is the right thing to do; either party could be takers through a procedure that maybe they want no pan of. Ms. Haynes stated that either party can appeal a decision that the Commission makes. Commissioner Stein stated that he understands what Ms. Haynes is saying but the Ordinance seems to say that regardless of %hat this Commission says, either party can go to court. Ms_ Haynes responded that either party has twenty days to make a determination once she signs a charge of discrimination; whoever gets to her first within those twenty days decides whether the Commission or the court will hear their case. She stated that Commissioner Cervantes makes an excellent point when one looks at what is done for the Complainant; the City pays for hivber attorney. Depending upon how the Commission view themselves as a body and how they want the community to view them, it may not be a bad idea that the Commission decides not to make an election and let either the Complainant or Respondent make that decision. Commissioner Cervantes stated that he feels the Commission is imposing itself on either party if they respond to the charge first and particularly if the party goes to court to appeal a decision. Ms. Haynes stated that Ms. Brenniman who is the City Auotmey, represents the Commission. The City would retain an outside counsel with expertise in fair housing to represent the Complainant whether it is heard by the Commission or the courts. Commissioner Cervantes suggested that the procedures reflect that the Commission will not make an election; they will only hear a case if the lust person who responds decides they want the Commission to hear the cast. Commissioner Stein stated that this is the second time he has asked and the third time Ms. Haynes has said it, but he keeps reading the sure paragraph and he does not read anything that saes the first person can choose who will hear the case. Ms. Haynes stated that Ms. Btennirnan responded to that question at the June 27' meeting and it is also included in some other communication and that is how the tststter is addressed. She stated that if he wanted a legal opinion she would provide one for him. Commissioner Stein stated that in reviewing W. Brermuman's written statement to the Commission, what he reads is: "After conciliat fails, City will provide legal representation ... Complainant may elect to have their complaint heard in the public hearing before 0 Human Relations Commission, or elect to proceed instate or federal court". Ms. Haynes informed Commissioner Stein that she will get him a written opinion from the Law Department veriA ing what she has said. She asked Commissioner Co -Chair Nehal if he wants her to request a memo from the Law Department regarding the point that Commissioner Stein continues to raise verifying what she has been saying is true? Co -Chair Nehal stated that he does not feel she has been saying anything that is untrue. Commissioner Stein requested HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 JO Page 7 of 13 that Ms. Haynes make a quick check (referring to Sts. Bmnniman's memorandum), and further stated that either the law and her statement mean what they say or they mean what his. Haynes has been interpreting and a quick check will settle it. Co -Chair Nehal directed staff to create a memo to the Law Department for Commissioner Stein in order to clarify his concern. Commissioner Slavis stated that he feels Commissioner Cervantes point has not been fully addressed as to whether the Commission, the Complainant or the Respondent will decide who they want to hear the case. He stated that he is concerned that the Respondent may have more resources than the Complainant and is worried about the imbalance that it creates in terms making a decision. Commissioner Stein stated that even if that were true, the City is still obligated to provide representation for the Complainant. Co -Chair Nehal wanted to know if the City would be the Complainant in this case? Ms. Haynes response was "no' and explained that the City, for instance, would become the Complainant if she signed a charge as a result of something that was learned from testing results. Vice -Chair Hagemann asked Ms. Haynes whether or not either party have legal representation when they initially contact her or does the department advise them as to who should hear their case? Ms. Haynes responded that typically Respondents have legal counsel because they are corporations or associations; Complainants usually do not. Commissioner Stein again referred to the Fair Housing Ordinartre, searching for information that he thought he read, that states the Complainant will have advice from the Executive Director. Ms. Haynes informed him that such information is not in the Ordinance and with regard to The Election of Judicial Determination, she refen-cd him to Section 5.5. l3 (A). She also stated that once the Commission elects to hear a case they have to be ready within thirty days. Commissioner Cervantes stated that the Commission should not judge the resources that are available to either party because this could imply a bias towards a Complainant and he does not want the Commission to be viewed as taking cases because they are trying to balance resources. Commissioner Slavis stated that it concerns him that that there will not be a level playing field if one individual have more resources. Commissioner Cervantes stated that the Commission is not trying to level the playing field; their responsibilities are to weigh the facts and determine who is tight or wrong. The Commission has to keep away from the notion of extending any biases one way or another and resources are a form of indicating that they are leaning one way or the other. Co -Chair NelW stated that based on the previous discussion, the Executive Committee will be the entity that receives the initial corplaint. Commissioner Cervantes stated that if an election has not been made by either the Complainant or Respondent within fifteen days, since there is a twenty day limit, the Commission shall force either party to make a decision. He asked Ms. Haynes for her opinion. Commissioner Stein responded that he was uncomfortable with the premise that the Commission can predict what might happen. He stated that he can see a wide varier of scenarios and some which they might owe it to themselves and the City to send the case to court immediately; most often he would agree that the Commission's purpose is to serve the citizens and it is part of their responsibility to hear this kind of the case. He reiterated that he is hesitant in writing a rule that attempted to judge unknown cases; they do not know the circumstances that might come up and the Commission have to leave themselves free on day one or nineteen. Commissioner Cervantes stated that if the Commission does not have to stake an election immediately, that would give the Executive Committee time to distribute material to everyone. if a Commissioner upon recciving the material sees some oven~ Wming reason wiry the case should be sent to court immediately at their discretion. then they will have the time to do so. If a decision does not have to be made: right away the Commission will not have to make an election which gives them time to work within the twenty day time frame for a response. Co -Chair Nehal rc- stated that if no one makes an election of any kind the Commission will automatically hear the case. Ms. Haynes stated that instead of issuing the complaint to the Executive Committee, she will provide copies of the charge to all of the Commissioners. Commissioner Cervantes stated that the Commissioners should call the Co -Chairs or staff if they have any questions regarding the case or if they want to requisc themselves and they should also indicate whether they will or will not be available to hear the case. C_ CommUNI Y Picnic Ms. Hayes stated that the picnic is a partnership between the Police Department and the Human Relations Commission and that it will take place on Sunday, August 26" from noon to 5:00 p.m.. The purpose of the picnic is to celebrate Evanston's diversity and is the kick off for UNIY Month for September. She stated dw over fifteen hundred letters were mailed to businesses, community groups and faith based organizations. She expounded on the participants who are providing food, people who have volunteered their time and service and the evcnts that will take place. She stated that she would like for the Commissioners to wear their name tags and mingle with the crowd and HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 8 of 13 be visible and perhaps next year the Commission could develop a diversity pledge for people to sign. Co -Chair Nehal volunteered to MC one of the stages; Commissioner Slavis volunteered to assist him as the stage manager. Ms. Haynes answered additional questions from the Commissioners regarding the picnic. She also stated that at the last Exec»n a Committee meeting it was decided that there will be a meeting in August because of the new leadership and continuity needs to be maintained. III INFORMATION ITEMS A. Fourth of July Association Co -Chairs Nehal and Rosen and Vice -Chair Hagemann volunteered to accompany Ms. Haynes in delivering a letter to the Fourth of July Association that expressed concern about the Boy Scouts carrying the Liberty Bell in this Fourth of July Parade. Ms. Haynes reported that the letter was not delivered to the Association because they did not have a meeting scheduled prior to the parade; however, the letter was mailed to them and sent to the Evanston Review and the Roundtable: Fox Neves and NBC also reported on the issue. Commissioner Stein asked Ms. Haynes if she received a response to the letter. Ms. Haynes response was "no and she did not receive a response from the letter that she sent last year regarding this matter". 1►Qs. Haynes stated that the Commission should invite the City Manager to a meeting to present questions and concerns to him that they atpnxsed and discussed at the June 271 meeting. She stated that the City Man== informed her in their last discussion that he believes the Liberty Bell belongs to the Fourth of July Association but he is attempting to vwify that. She also stated that City resources do play a major role in the production of the parade, i.e.. Police and other employees of the City. She also suggested that the Commission extend an invitation to the Fourth of July Association to attend a meeting to discuss this issue. Commissioner Stein suggested that a representative of the Association be invited to the September meeting. B. Giordano's 0 Co -Chair Nehal stated that the Commission approved a vote at the June 2r meeting for the Executive Committee to draft a response to Ms. Wilmington's appeal which it did and provided copies to the Coanmissionets. IL•'hile preparing the response, the Executive Committee was careful to state the reason for the Commission's existence; they were careful not to point to any specific statements or behaviors on the part of any Commissioners. Several Commissioners commented that their goal is to build bridges and develop or improve relationships in this community rather than being a punitive body, point fingers or Lay blame_ He asked for comments. Commissioner Stein stated he has expressed his views in writing regarding Ms_ Wilmington's request for appeal. The Commissioners spent a few minutes reviewing the document. Commissioner Cervantes suggested that the Co -Chairs incorporate into their rules, that the Commissioners will be allowed to take a break during the meetings at 8:45 or 9.00 p.m. Co -Chair Nehal agreed with the suggestion. Commissioner Cervantes asked Ms. Haynes if she had any input on the response that was prepared by the Executive Committee? Ms. Haynes response was -no" and that she provided the Commissioners with copies of her response to Ms. Wilmington's appeal presentation. She stated that she did not assist the Executive Committee in drafting their response to Ms. Wilmington but she did see a draft of the document prior to its completion. She stated that the response will be copied on letterhead, signed and sent Certified Mail to Ms. Wilmington. Donna Stucken will also receive a copy so that she can get it out to the media. Commissioner Cervantes stated that he did not receive a copy of the Executive Director's Report in his mating packet. Ms. Haynes stated that the document was efoc conically mailed to everyone who has E-Mail. Commissioner Cervantes stated that he gave Ms. Thrower his new E-Mail address at the school. For the record, it was clarified that the response prepared by the Executive Committee to Ms. Wilmington's request for appeal did 6require a vote for approval because they were given the authority to do so at the June 27*. Ms. Haynes stated that as a result of some discussions at the Executive Committee meeting, a request has been made to receive the minutes a week after the meeting as there: may be some action items or issues dmi require a response far in advance to the next meeting to. She stated that this request will affect the status of her Executive Director's Report with regard to reporting statistics for the 0 HUMAN RELATIONS CONIMISSION MINUTES June 27.2001 Page 9 of 13 l.andlord.Tenant and fair housing activities. She stated that some minutes can be sent by E•Mail but others will have to be mailed. She asked the Commissioners to think about how they want to receive other information items; do they want them included with the agenda packets or do they want it after or during the meeting? V. COMMUNICATIONS AND ARTICLES A. Executive Director's Report Ms. Haynes stated that with regard to the Summer Youth Employment Program, the Human Relations Department hired two young ladies, there are approximately sixty-eight youth working in the community as dean -up crews and various support staff. i.e., truck drivers and supervisory personnel and fourteen in art skills. She requested that the Commissioners take some time to look at the mural that is being created by the art skills workers on the north side of the street at the Noyes El station. Twenty youth work in theater skills. She stated that the supervisors have not had to discharge any youth thus far, the department has received several compliments from citizens, particularly with the clean-up crews. She stated there were fewer participants hired this year due to budget cuts and the money was taken from the SYEP budget and, more supervisor were hired to cut the number of workers in each crew (from 9 or 10 to 7) which makes their jobs more manageable. Also supervisors are paid twice as much as the youth workers. Commissioner Stein stated that Nis. Haynes' report indicates one hundred youth were hired and he wanted to know how many technical support persons and supervisors were hired. Ms. Haynes stated that there are approximately eighteen additional staff personnel hired inchrding bus drivers. In response to Commissioner Stein's questions regarding hirers within the private sector, Ms. Haynes stated several youth were hired; they are not paid by the City and never have been. She stated that the City provides an opportunity for private sector employees to participate in the Job Fair by interviewing and selecting their own employce(s). The Human Relations staff does not monitor the individuals hired and does not get involved unfcss they are asked to do so by the employer. Often time staff receive informal reports regarding the youth employment. Commissioner Stein stated that the private sector hires are a very important function and asked Ms. Haynes why she did not include those numbers in her report. Ms. Haynes stated that she reported information regarding the Job Fair in one of her reports several months ago, however, she does not always know the number of individuals hired by a private employer because they may hire more than one person. She stated that coupled with other job duties, stafidoes not have the time to conduct that type of follow-up with the private employers. Once the Job Fair ends, staff is involved in other areas of the program getting participants, supervisors and support staff hired. Vicc-Chair I-lagemann stated that the Commissioners should try and encourage more business to hire youth and that the SYEP Job Fair is very worthwhile. She stated that perhaps the Commissioners could monitor some of the youth hired by private employers and not expect staffto do so. Commissioner Stein once again stated that he does not previously recall seeing a report stating how effective the Job Fair was in Aprill, 2001. Ms. Haynes again stated that she provided lengthy details regarding this issue in one of her reports that he did not rind useful. Commissioner Stein again asked if she reported numbers. Again Ms. Haynes stated that she cannot report numbers but the reports indicate hour many employers are attending the Job Fair. Commissioner Stein stated that either SYEP is an important outcome of the Commission's initiative it should be reported. He asked if it replaces two kids a summer with the private employers or replace two hundred? Ms. Haynes stated that program does not replace kids. Commissioner Stated stated that a Job Fair is planned that has two outcomes: for private and City employment; part of the success of the whole activity is both parts. He stated that he agreed with Vice - Chair Hagemann that the Commission should be involved in finding private employers but at some point there should be a report of how successful this was. Commissioner Slavis stated that he thought Vice -Chair's Hagemann was saying that the Commission could keep track of that information if they wanted to know what it is. To move the meeting along, Co -Chair Nehal stated that perhaps at a future meeting the Commission could discuss some items for action in terms of either looking at what points they wish to evaluate the program or what areas should be changed. He stated that any suggested changes could be submitted in writing. Commissioner Stein stated that part of his concern in raising this issue which he has expressed before, is that he see the Executive Director's Report changing and growing; at the last meeting he complimented Ms. Haynes on one part of it which he thought was particrlarfy useful. He stated that what he looks forward to is the time when the Executive Director will feel happy with this monthly treat •and that she will see it as a public relations document for the whole Commission. If it is going to be distributed outside of the Commission it should certainly be as complete as possible. Commissioner Cervantes stated that he agreed with Co -Chair Nehal to include this matter as an Old or New Business item in a future agenda. Since the program ends on August I r, and at the September meeting under New Business, the Commission will review SYEP HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 10 of 13 to determine what additional information could be included next year. Ms. Haynes suggested that the item be placed on the October agenda since it was suggested that a representative of the Fourth of July Association attend the September mtg. Staff has to close the Program out and finished matters related to the CommUNITY Picnic. She stated that she is not objecting to the SYEP matter being placed on an agenda but the timing is not good and she also needs to submit some information to Human Services as well. Co -Chair Nehal stated that if there were no objections, one October agenda item for discussion will be SYEP and potential ideas for evaluating it. Commissioner Cervantes referred to the Executive Director's Report where Ms. Haynes indicates she would like to see the one hundred days changed; he agreed and wanted to know if this should be addressed under New Business, does the Fair Housing Ordinance need to be changed, does the law Department make that determination or how does that take place? Ms. Haynes stated staff can make whatever recommendations they need but they would have to work with the Law Department to amend the Ordinance; it would then go to Planning and Development and then to the City Council. She stated that there are several omissions or issues that are mute in the Fair Housing Ordinance that should be addressed, such as someone wanting to amend their complaint which is not addressed in the Ordinance and that this is a legal opinion that she has been waiting for. Co -Chair Nehal asked Ms. Haynes if she knew when she was going to receive the legal opinion and if it will affect any pending cases or once she signs the complaint would it be subject to the law at that time. Ms. Haynes stated that she does not know that yet. Commissioner Cervantes suggested that the Discrimination Accommodation Complaints be placed on a future agenda to determine whether it is real or not. Ms. Haynes stated that one of the questions that is being presented to staff is should the City have anti -discrimination Taws that apply to the business that operate with the community. YI. UNFINISHED BUSINESS 0 Vice -Chair Hagemann reported that the Education Committee has not meet yet and she is still conducting research on the Special Education information that was on the agenda. Co -Chair Nehal stated that the Housing Committee did meet but they failed to inform Commissioner Cervantes of that meeting. (For the record members of that Committee are: Commissioners Bailey, Stein. Cervantes, Co -Chair Nehal and Ms. Haynes). With regard to the Ordinance, he reported that there is one specific priority which they feel comes before the amendments and that is to put a mechanism in place in Evanston that the Commission can be enforced by Administrative Adjudication. He stated that based on the last meeting when Ms. Yvonne Dickerson offered some comments, the Housing Committee decided they would like to meet with the Housing Commission to ally themselves and combine both forces in order to create and derive a policy and legislation to make this happen and put in the Ordinance those specific enforcement mechanisms. He stated that the Committee does not necessarily want to abandon any of the other amendments that the Commission has been discussing. They are willing to some degree, to alter some of them because the main goal is to make sure the enforcement piece is in place. Ms. Haynes stated that meeting with landlords and tenants again is not going to provide the Commission with anymore information than what they already have. Landlords have indicated that they arc not satisfied with the interest rate for security deposits and being over regulated. If the Commission meet with the Housing Commission to address some of the issues that have been raised. i.e., security deposits, maybe there is a way to develop a mechanism so that it changes, which should be more palatable to the landlords. language regarding the locks can be changed; the Condition Verification Form is not a necessity; several Aldermen indicated they would like to sce the Renewal Notice changed from thirty to sixty days ... this is reasonable and can be done. She stated that the Commission has received a lot of information that it can act on in concert with the Housing Commission where a new set of recommendation can be developed. The Housing Commission could offer input as to whether the Commission should have another set of individual hearings with the landlords and tenants to show them the amended document or take it back to Planning and Development. She stated that she does not believe their: will be any difficulty meeting with the Housing Commission and believes they are interested in this matter which one of the reasons Ms. Dickerson came to the meeting last month. 0 Co -Chair Nehal stated that Ms. Haynes is going to talk with the housing planner who serves as staff to the Housing Commission and he is going to talk with Yvonne Dickerson who is the Chair of the Housing Commission which is comprised of renters, property managers and Realtor's. Ms. Haynes stated that when the Housing Commission say they are ready to meet the Human Relations Commission should be ready to do so. HUMAN RELATIONS COMMISSION MINUTES June 27.2001 Page 11 of 13 Commissioner Slavis stated that the Commission should respond/discuss Peggy Tarr's letter because it contained several comments that require asking whether or not they are true. Co -Chair Nehal stated that he thinks that his. Tarr somewhat clear in statine that her letter was addressed not to the entire Commission. Commissioner Stein asked Commissioner Slavis what did he have in mind in the way of a response? Commissioner Slavis responded that he thought a discussion should take place first but the Commission should also respond to Ms. Tarr's letter in writing. Commissioner Stein stated that at the last meeting Ms. Tarr stated that she wanted to withdraw her complaint, however. Co -Chair Nehal did point out that the two meetings she attended were very difficult ones for the Commission because they were in the midst of a transition, going from one Chair to another which promoted some other changes. Although Co -Chair N. ehal did not go into great detail, he did offer Ms. Tarr a reason why the Commission was having trouble responding to her request —she did not see it this way. He asked Commissioner Slavis to explain to him how much farther should the Commission respond? Co -Chair Nehal stated the Commission should take this opportunity to do some public relations for itself and he does think they should respond somehow. Ms. Haynes stated that any time anyone addresses the Commission they are due a response. She stated that if the Commission is willing to have an open, honest and frank discussion regarding the discussion that took place at the May 23' meeting when Ms. Tarr initially presented her complaint then they should do it; if they are not going to do it then they should thank Ms. Tarr for her letter and they will have accomplished nothing. Ms. Haynes stated that on that particular evening she cringed because one of the Commissioners asked Ms. Tarr "Well what do you want us to do about it, make people get along?', and her response was "yes, that's what I want you to do because that's what your Ordinance say you do". Ms. Haynes stated that she understood what Ms. Tarr was saying whether she agreed with her or not, that kind of exchange should not have occurred. She stated that the Commission, whether they agree with people or not, should tivalidate how people feel. If the Commission had validated what his. Tarr was feeling that evening, whether they agreed with it or not, the letter that she wrote or the exchange that took place may not have happened because she was put on the defense. Co -Chair Nehal stated that is wfhy one of the reasons he stated earlier that the Commission would not immediately respond to people when they have citizens comments, is because Ms. Tarr's issue did backfire badly; he does not want the Commissioners to engage in a verbal battle regarding an issue that has only been presented for a few seconds or minutes. Commissioner Slavis stated that a verbal battle does not have to occur if they can collect information from people and be advised of their concerns. Commissioner Stein stated that the truth is that because the Commission was embroiled in some internal struggles at the two meeting Ms. Tarr attended, is the reason they did not respond to her in a constructive way. leis. Haynes stated that she does not know if that is the reason. She stated that Ms. Tarr believes that those Commissioners who commented negatively to her complaint. did not display an undasranding or acceptance of the Commission's role. his. Haynes stated that somehow the Commission has to begin laying a foundation so that Ms. Tarr and other citizens will know that the Commission understands what their role is and that they can carry it out appropriately and professionally. Commissioner Stein reiterated his previous comments regarding the changing of chairs and the struggles of the Commission at the May and June meeting which Ms. Tarr attended. Ms. Haynes stated that those things had nothing to do with individual Commissioners making specific comments to her. Commissioner Cervantes stated that he came to the meeting later that evening but it appears that the Commission needs to acknowledge that they owe Ms. Tarr an apology for the individual actions of Commissioners w ho personally did not respond in the manner that they should have at that time and in the future. The letter should also confirm that his. Tarr is correct in implying that the Commission has no process, however, it is attempting to establish one, which she should be told. Commissioner Stein again stated that the reason Co -Chair Nehal gave Ms. Tarr for not responding to her complaint in the manner that she expected, did not get across to her. Ms. Haynes and several of the Commissioners stated that Commissioner Stein's statement was untrue; they stated she withdrew her complaint because several of the Commissioners were nude. Commissioner Cervantes staled that Ms. Tarr's letter does not refer to process issues only, it also refers to specific behaviors on the part of some Commissioners. He told is Commissioner Stein not to pretend that it does not exist and the Commission should respond to Ms. Tarr on both concerns and not just the one that he continues to raise regarding Co -Chair Nehal's feed back to her. Co -Chair Nehal stated that the last paragraph of Ms. Tarr's letter was troubling to him because it reflects more than just the fact that she feels she was treated badly: it also reflects what could be a public relations nightmare for the Commission in terms of trying to work in 9 HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 12 of 13 this community if a large portion of it feels that the Commission has no credibility. That is a big problem and the Commission needs to establish by word and deed. some credibility amongst all people. Commissioner Cervantes stated that the Commission may never win Ms. Tarr back but they have to do the right thing, which is to apologize, acknowledge what is true and thank her for her candid feedback and perhaps some other citizens will be kind enough to provide their candid responses. He stated that how the Commission address/respond to individuals from now on will demonstrate that the Commission is not as bad as she think she is. Ms. Haynes stated that when a citizen comes before the Commission with what they believe is an issue because it has impacted them it is inappropriate for a member of the Human Relations Commission to challenge that person's statement or feelings. She told Commissioner Stein that he was the Commissioner %ho asked Ms. Tarr. "What do you want us to do; we have passed laws; what do you watt us to do, make people get along?" Commissioner Stein responded that he did not make those comments to Ms. Tarr. He stated that he did ask her what did she want the Commission to do? Ms. Haynes stated that she would play the tape so that he can hear what he said. Commissioner Stein stated that he would like to hear it. He asked what is wrong with asking the Complainant "How do you wish to resolve the issue?- Co -Chair Nehal commented that the problem is how he asked the question. He crated that a letter will be drafted that is apologetic and conciliatory; it will acknowledge those things that happened. Commissioner Slavis suggested that the Commission apologize to Ms. Tarr by giving her the letter in person so that she knows the Commission is sincere about creating a positive environment for people to air their complaints before them: he would be interested in participating in that endeavor. Commissioner Steitz and Slavis stated that they would be willing to draft a letter to Ms. Tarr. Co -Chair Nehal requested that both Commissioners draft separate letters and he will incorporate them into a response for everyone to review. He also asked Commissioner Stavis to give some thought as to how the Commission might deliver the letter to Ms. Tarr in person. VIL NEW BUSINESS 0 Ms. Haynes stated that she received a call from Ira Golan informing her that EVMARK is sponsoring a sidewalk sale and the Commission has a table there again this year, various social service agencies within the community participate. The sale will take place on Friday. Saturday and Sunday. July 26`, 2r, and 28°i. She told the Commissioner that if anyone wanted to volunteer to sit at the table they should call the office and inform staff of the times that they will be available. Ms. Haynes stated that budget kick-off took place today, which is a month earlier. There is a new City Council Budget Committee. Each department head was told that the current budget has to be cut by $1.5 million before next year's budget begins. The Committee determined that the cuts are based according to the percentage that each department's budget represents to the general fund which is applied to that SI.5 million_ The Human Relations Commission has to reduce their budget by S12.000 which must be prepared and submitted by August 30'. She stated that the money will have to come out of the Summer Youth Emplo)ment Program's budget. Ms. Haynes stated that she will send copies of the current budget for the Commissioners to review in the next meeting packet for them to review and perhaps make some suggested cuts. Commissioner Stein stated that if the Commissioners are asked every year to approve the department's budget and if they will be asked to do so again this year, he would like to have some type of preparation regarding the shape of the budget, i.e., how much is city and federal money. Ms. Haynes stated that prior to the next meeting most of the budget should be prepared. She stated that if the Commission wants to be involved in the budget in terms of how much money goes where, then a working meeting needs to be scheduled and she can share with )hurt what her plans are and why. She stated that if the Commission wants to have some input in the budget a special meeting needs to be scheduled within the next week or so. Commissioner Cervantes suggested that at the next Executive Committee meeting, the Commissioners should begin that budget proc with Ms. Haynes. Some budget information could be included in the agenda packets and from hereon during the budget process Commission will have to be kept as informed as possible. Perhaps next year the entim Commission can be involved in this budget proc There were no objections to Commissioner Cervantes' suggestion. Ms. Haynes crated that this year the budget is being prepared very differently. Last Saturday a goal setting session was held with the HUMAN RELATIONS COMMISSION MINUTES June 27, 2001 Page 13 of 13 elected officials which was facilitated by an individual who established their goals and will become part of that process. The Department Heads will have a goal setting session sometime in mid -August. In the interim, if there are specific goals, issues or concerns that the Commissioners feel should be incorporated, they need to let her know so that she can shave them at that session. Commissioner Cervantes moved that the Executive Committee work with Ms. Haynes to finalize the budget while maintaining a now of information to the rest of the Commissioners. Commissioner Slavis seconded the motion which was unanimously approved Co -Chair Nehal distributed information from a north suburban meeting of a regional commission comprised of comma from the north shore as far north as Highwood and far west as Niles, Lincolnwood, etc. Commissioner Cervantes suggested that all of the Commissioners need to think carefully when reviewing the articles in dwir packets which ones might be possible agenda items. Co -Chair Nehal urged the Commissioners to contact members of the Executive Committee in terms of what they feel should be agenda items. He requested that the Commissioners re -mad Ms. Tarr's letter and give some serious thought as to why she feh she needed to write that letter and what the Commission needs to do and as individuals, to prevent things that she incurred from happening again. Vlll. ADJOURNMENT There being no further business, Commissioner Cervantes moved to adjourn the meeting at 11:15 p.m. Commissiaxr Slavis seconded the motion that was unanimously approved. Respectfully submitted by: ?� lei� / ,6 i ,, ? �J ' �- ,secretary Darr. Dolrpthy Thrower EA EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Tuesday September 25, 2001 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Hallie Rosen -Co -Chair, Mavis Hagemann, Vice -Chair, Nancy Bailey, Barry Slavis, Leo Kirwan, and Toni Midderhoff COMMISSIONER fSl EXCUSED: Jason Nepal. Co -Chair and Michael Cervantes STAFF PRESENT: Paula A. Haynes -Executive Director and Dorothy Thrower -Secretary GUESTS/VISITORS: Dave Sniader-Fourth of July Association; Craig Thompson -Fourth of July Association; Sam Sidley-Fourth of July Association and Sasha -NU Medill School of Journalism L CALL TO ORDER Co -Chair Rosen called the meeting to order at 7:04 p.m. She welcomed the guests and visitor., and reminded the Commissioners that i it Is important for them to be civil and respectful when they speak or respond to each other. Side bar conversations should be limited and when someone else is speaking, please be attentive just in case the individual has expressed someone else's thoughts and should not bear repeating. ! IL INTRODUCTION AND WELCOME LATONIA MIDD£RHOFF Co-C7ta'tr Rosen welcomed and introduced the new Commissioner, Latonia Midderhof. . Commissioner Midderiwff stated that she is currently employed at Kraft Foods as a Business Manager in the Marketing Department for Oscar Mayer bacon. She has been employed ! at Kraft Foods for eleven years; worked in Engineering which is her undergraduate vocation; and she Served on a couple of boards when she lived in Madison, Wisconsin. The Commissioners introduced themselves. III. INTRODUCTION OF GUESTS & VISITORS Dave Sniader stated that he is the President of the Fourth of July Association; Craig Thompson stated that he is the Celebration Manager for the Fourth of July Association; and Sasha works for the Daily Northwestern, NU. A. Citizen Comments There were no citizen comments. 1V. APPROVAL OF MINUTES — August 22, 2001 Vice -Chair Hagemann moved to accept the minutes for August 22. 2001. Commissioner Bailey seconded the motion. Commissioner Stein requested that the date of June 27, 2001 in the minutes be corrected to read August 22, 2001 beginning on pages 2 through 4. There were no other corrections. The minutes were unanimously approved with the noted corrections. V. DISCUSSION ITEMS A. David Sninder — 4' of July Association Co -Chair Rosen stated that after the July 4, 2000 parade, the Commission received letters of concern regarding the Boy Scouts carrying the Liberty Bell as they led the parade. At the end of August 2000, the Commission sent a letter to the Fourth of July Association regarding these concerns but a response was never received Prior to the parade this year, the Commission sent a letter to the local press voicing their concern regarding this matter since the Liberty Bell represents froedom and equality for all. She stated that the Human Relations Commission is not against the Boy Scouts of America, however, their issue is the symbol of the Boy Scouts carrying the Liberty Bell and, despite trse good work that they do, they have publicly demonstrated that they are an ofpnization that is not open to all people. When the Fourth of July Association meets again next year the Commission would bike to offer some suggestions that would be agreeable to all. In the past it has been a tradition that the Boy Scouts would lead the parade carrying the Liberty Bell. Mr. Sniader thanked the Commission for inviting members of the Fourth of July Association to the meeting. He stated that their HUMAN RELATIONS CONI1111SS1ON MINUTES September 25, 2001 Page 2 of 8 response to the letter they received in 2000 was not in writing but rather, to be communicated to Ms. Haynes by Alderman Bernstein who is one of the Association's Trustees. He stated that the Boy Scouts have been carrying the Liberty Bell for a very long time and they have also helped out by carrying banners that identify sponsors of the parade and providing a color guard at the beginning of the parade. The Association has never thought of changing this tradition because they have never questioned the internal policies of the volunteer organizations or volunteers that help with the parade. This obviously became a very public issue. which is a sensitive one. The Evanston Fourth of July Association Celebration Team Members and 'trustees come from all parts of the City and other places and is a very diverse and sensitive group of individuals. He stated that the Association does not feel comfortable excluding anyone from the parade and if changes are made, beginning with the Boy Scouts in their current function of carrying the Liberty Bell, they would be put in a position of answering questions about other people who are being eliminated from the parade. Mr. Sniader stated that this is a hot issue and he does not believe anyone these days feel one hundred percent comfortable with the Boy Scouts internal policy or that the good they do has outweighed the negative element that the national Boy Organization has chosen to take. The local Scouts are doing a good tutu and the Association does not want to hurt them at all. He stated that the Boy Scours not only have a right to carry the Liberty BeII but it is also an honor for them to do so. Co -Chair Rosen stated that the Commission wants the Boy Scouts to participate in the parade and asked if it would be possible for the Girl Scouts to carry the Liberty Bell behind the color guard of the Boy Scouts? Mr. Sniader responded that a move such as this would clearly be to address the issue of their national policy against Gays. He stated that having another group carry the Liberty Bell is not the answer, the answer is to address the issue with the Boy Scouts and the Association wants them to Conti mie performing their functions as they have in the past. Commissioner Slavis asked Mr. Sniader if the Association asked other groups to carry the Liberty Bell does this make them accountable? Mr. Sniader responded that he did not think so because he does not think it is the Association's position to take a stand on the Boy Scouts internal policy nor the policies of some of the religious groups that help with the parade. The issue is the local Boy Scouts and the Liberty Bell which stands for a great thing. Commissioner Slavis asked Mr. Sniader if the Liberty BeII stands for a g• thing how can the Association let a group exclusively carry it that excludes Gays? Mr. Thompson responded that he has liver Evanston for thirty-nine years, been a Boy Scout and involved in the Fourth of July Association over seven years and he somewhat represents a cross -culture of everyone. He stated that he feels as a former Boy Scout and not focusing on the national level, the Association's focus is on the service and the work that the Scouts in Evanston do irrespective of what another parent body has decided in other cities/states or how they feel in terms of internal issues or conflicts. Mr. Thompson stated that if it is decided that the Boy Scouts should no longer carry the Liberty Bell because the executives on the national level discriminated against Gays, this makes the Fourth of July Association just as accountable as far as he is concerned. Ms. Haynes stated that the Boy Scouts, which the Fourth of July Association has no control over, have clearly alienated the Gay population and the United Way in Evanston withdrew all funding to the local Boy Scouts because of the national policy. She asked Mr. Snider does the Association include or embrace those individuals who have expressed displeasure by the decision to allow the Boy Scouts to carry the Liberty Bell? Mr. Sniader responded that the Association is a very sensitive organization and they want to include everyone for all reasons, however they do not wish to change who is going to carry the Liberty Bell in the parade in order to satisfy those individuals who were offended. Ms. Haynes stated that the issue at hand is that the Boy Scouts can legally discriminate against Gays. Commissioner Stein asked Ms. Haynes why is it an issue because a private organization chooses not to include some people; why is that a governmental issue? Commissioner Kirwan responded that because this matter went to the Supreme Court and it was upheld made it a government issue. Ms. Haynes stated that on a local level people were offended by the ruling because of the policy. She asked Mr. Sniader what can the Commission do to help the Association make the Gay population feel included or not offended? Mr. Sniader stated that the Association would love to have the Gay population participate in the parade whether it be individually or as a group. He stated that the Association has never reached out for anyone to be in the parade; people approach the Association and he is willing to work with the Commission on ways to conduct outreach to the Gay population in Evanston. Commissioner Midderhoff asked whose property was the Liberty BeII? Mr. Sniader responded that the Bell belongs to the Fourth of July Association. She asked is the Bell the only item in the parade that does not move or rotate and are there other symbols that rem. — with the same group from year to year? Mr. Thompson responded that there are no symbols. The color guard sometimes rotates v the Girl Scouts but the Liberty Bell does not rotate. Commissioner Midderhoff stated that since the Association is not willing to rotate the Liberty Bell and since it is the symbol of freedom and liberty, why not make it more inclusive by allowing every one in the parade to carry a replica of the Bell which would be similar to other individuals who carry banners? Mr. Thompson responded that it would be o.k. if the Gay community wanted to carry replicas of the Liberty Bell; they do make an allowance for the group who carry the HUMAN RELATIONS COMMISSION A7INUTES September 25. 2001 Page 3 of 8 banners but typically they do not allow people to carry anything in their hands because they tend to pass items back and forth which cause more safety and liability issues. However. to address this particular issue the Board and Celebration Committee will consider iL Mr. Thompson stated the Commission has given the Association a good start in terms of making the parade inclusive and when the Trustees Board meets again they can come up with some more ideas. Ms Haynes challenged the Association to ask the Commission to participate in the next parade. Mr. Sniader stated that the Association would love to have the Commissioners in the next Fourth of July parade. He stated that the Association is notorious for wanting more floats in the parade and there is some financial assistance to help build them. Mr. Thompson stated that the Association's official meeting will take place in January. Co -Chair Rosen stated that someone from the Conunkmion will attend that meeting. (Note: Mr. Thompson introduced Mr. Sidley who entered the meeting a few minutes before the discussion ended) Co -Chair Rosen thanked Mr. Sniader, Mr. Thompson and Mr. Sidley for attending the meeting. B. FY2002-2003 Budget Co -Chair Rosen stated that she attended the September 19' meeting that was held by the Budget Committee for the City. She stated that what she karned about the overall budget is that in the last five years, the City has seen a trend where the revenues generally increase three percent and expenditures increase five percent each year. This is a problem that the City is taking very seriously and has implemented two plans to address it. The short-term plan is to begin working on the budget now for the coming fiscal year that started three months earlier than normal. The Committee has asked members of Boards and Commissions to look at the budgets that are being presented now. The Budget Committee stated that they were going to send Ictters to each Board and Commission member, asking them to look at their budgets and come up with ideas for future budgets but not for this year's budget. They also requested that each Board and Commission return their ideas and suggestions by the November meeting. This Commission has not received that official request yet Co -Chair Rosen stated that it might be possible for the Commission to have an additional meeting in October to discuss the long-range issues relative to the budget. Ms. Haynes stated that departmental budget hearings are coming to a close. This year peer reviews were conducted; the Human Relations Department's hearing took place on September 24°i. Its peer reviewers were the City Attorney, the Assistant City Manager and members of the budget team. The Budget Officer requested that Ms. Haynes justify the eight thousand dollars to be used for the housing audit and the fair housing campaign. which she did. She also explained to the reviewers that the money used to put on the CommUNITY Picnic is donated. It was suggested to Ms. Haynes that staff make a request of Home Depot to donate toots for the Summer Youth Employment Program (SYEP). She stated that she has to provide a list of training programs that staff has conducted as well as the fair housing complaints. Ms. Haynes was asked if she had to choose between the housing advocacy component and the SYEP, which one would she choose? Her response was housing, however based on past experit sae, she shared her opinions with them regarding the impact that SYEP would have on the community if it did not exist. She explained that she had to pay SWANC which is a landfill where garbage is taken that was picked up by the SYEP workers. Commissioner Midderhoff stated that she agreed with Ms. Haynes in that many of the things that the Commission does are intangible but to aide in some of them in addition to the training programs, is it possible to list things that are accomplished, i.e.. resolving the Fourth of July issue and other matters that will help aide in making them more tangible? Ms. Haynes response was that is what the Commission is trying to do but sometimes it is hard. Commissioner Stein stated that he is not sure he knows how to read the City of Evanston' s budget and asked Ms. Haynes if he did read it correctly, does it mean that all of the down sizing is coming out of SYEP? Ms. Haynes' responded "yes, except for twenty-two hundred dollars that will come from the Human Relations 1000 account which will only be a net of five hundred dollars when the projected salary increases are factored". Commissioner Stein stated that since he has learned that SYEP is not a joint City private program, is it worth trying to continue the program at its traditional level by seeking private support? Ms. Haynes responded that this a possibility and it would provide funding to offset the City's cost; businesses will be encouraged to continue hiring youth. Commissioner Bailey asked Ms. Haynes if staff could go outside of Evanston to recruit employers in the private sector? Ms. Haynes responded that they could but transportation becomes an issue for youth but that does not mean they should not try to do it. HUMAN RELATIONS CO�Iti11SSION NIINUTES September 25, 2001 Page 4 of 8 Co -Chair Rosen stated that SYEP is a concern u ith regard to the budget and since other questions have been raised at other Commission meetings regarding its operation, it is scheduled to be on the November agenda for further discussion. Commissioner Slavis stated that according to the budget only one person received a raise. Ms. Haynes stated that all permanent Human Relations staff received an across the board wage increase at the beginning of the fiscal year, however Lisa Allen is the only staff person in who is eligible for a merit increases according to the pay structure. Since Michael Redmond is not a permanent employee he is not eligible for the general wage increases. Commissioner Kirwan stated that since some of the SYEP workers clean the alleys and parks, he asked Ms. Haynes if it is possible for ber to talk to those departments and have them allocate monies from their budgets for those salaries? Ms. Haynes responded that due to the percentage of cuts that were required by each department she did not think so. Parks, Recreation and Forestry had to cant their budget by a million dollars or more. The only money that she received was from Community Development who agreed to transfer fifteen hundred dollars from their budget to Human Relations for printing the Residential Landlord and Tenant Ordinance. Commissioner Stein stated that he thought City departments paid the salaries of the SYEP youth that are hired. As a means of clarification he asked Ms. Haynes if in addition to the Commission coordinating the program, does it also pay the salaries? Ms. Haynes responded that it does except for those youth who work in the private industry. The City hires most of the youth that participate in SYEP and those that arc hired to work outside of the City art: paid by those businesses. Youth that are employed by the City, regardless of where they work (i e.. Cornmusnity Development. Zoning, Human Relations, Art or Theater Skills, or community clean up are paid by the Commission) are paid by the Commission. She stated that the community cleats up component crosses several departments such as Traffic, Streets and Sanitation. Commissioner Stein wanted to know , what are the responsibilities of the dep.rtrnents who normally maintain the alleys and parks if SYEP youth clean those areas during the summer? Ms. Haynes stated that the City is understaffed and she does not know whether it is the Street Department's responsibility to maintain alleys or if is Forestr ' because trees and vegetation have to be cut. She stated that the purpose of creating the community clean-up component was to prop these services because no one else was doing it. This summer she plans to have the SYEP workers paint all of the traffic circles. The Public Works Director informed her that he would pay for the paint because he does not have the staff to do the job. The SYEP workers will report to her department rather than Public Works. Ms. Haynes stated that when there are SYEP workers in various departments, the department is responsible for making sure the youth get paid and that the supervisory personnel for each department are aware of the rules that govern the program. Co Chair Rosen concluded the dialogue regarding SYEP since it will be on the November agenda. She requested that Michael Redmond who is the Coordinator for the program anend that meeting. She stated that the Commissioners could talk prior to the meeting to determine if there is specific information that they would like to have so that it can be available for discussion. Commissioner Stein stated that he previously raised the issue as to whether the Commission knows enough about the budget process in order to analyze it because he does not feel that he does. He steed that he is concerned that the City's budget authority would ask the Commission to express approval over a document as sensitive as the budget because they do not have the same knowledge of it as staff. He expressed further concern that there is nothing in the Enabling Ordinance that states this lay Commission have any budget authority. He stated that he is uncomfortable with what looks to him like "crossed administrative line" and would like to see the Commission at some point express its opinion of a budget responsibility to the authorities under whose jurisdiction they work. Co -Chair Rosen stated that a meeting will probably be necessary before the October meeting to Wk about the budget in general when they find out what the challenge is from the Budget Committee. She stated that what Commissioner Stein has articulated could possibly be used as part of a response. Other suggestions and concerns could be added as well as conveying to the Budget Committee that maybe semi is the one who should make the decisions regarding the budget and not the Commissioners. VL INFORMATION ITEMS A. Executive Committee Report I. Appointment of Nominating Committee Co -Chair Rosen stated that the election for new officers will take place in November. As a member of the Executive Committee, she appointed Commissioners Slavis and Midderhoff as the Nominating Committee who will present a slate of officers at the October meeting. Voting will take place in November. New officers will begin their roles at the January 23, 2002 meeting. The Commissioners does rat meet in December. HUMAN RELATIONS COINIMISSION MINUTES September 25, 2001 Page 5 of 8 2. Reorganiration of Committees Co -Chair Rosen addressed a proposed amendment to the By-laws because former Chair Settles had a very strong desire to have established committees; to have the committees work and meet on a regular basis and to be active in the community. She stated that the goal of the Executive Committee is to help guide the Committees in their respective roles and as such, they are proposing some changes to the By-laws by developing more specific wording for each Committee. The By-laws state there should bean Economic Opportunity and Development Committee, that has never been utilized since she has been an the Commission. The Executive Committee looked at the needs and issues of the Commission and determined that this Committee was the most dormant and at this point did not fit the need. Therefore, they formulated a Community Issues Committee and prepared a description of its responsibilities. She stated that during the past few months the majority of issues that they have addressed could have been assigned to this particular Committee. Co -Chair Hanemann moved to adopt the changes to the By-laws, which was seconded by Commissioner Kirwan Commissioner Miderhoff stated that rather than eliminate the Economic Opportunity and Development Committee the Commission might wish to consider positioning it under the Community Issues Commerce since its roles arid responsibilities will be so expansive. She stated that for the Commission to say it is not going to be involved in Economic Development and Opportunity. given that they have SYEP and some other programs that they facilitate and work on. does not sit well with her. She recommended that the Commission adjust how they address the matter. Commissioner Afiderh afftheerefore moved to amend Vice -Chair Harema nr's motion notlmt that the Commission is ervandine the role and respon sibilities of the Economic Ovom- mom, and Develooment Commiaee under Section IV in the Bi -laws to encompass which will be know" as the Community Issues Committee. whose descrivtion well need to be adlusted to incorporate such. Commissioner Bailey seconded the motion. Ms. Haynes stated that a Commission currently exists for Minority WomenfEconomie Development issues/amcem and asked Commissioner Midderhoff by including the Economic Opportunity and Development Committee under the new Community Issues Committee, what role would the Human Relations Commission have? Commissioner Midderhoff stated that as a new member she was trying to understand the Commission's current involvement and as she looked at the key committee structures she triad to fit SYEP into one of them and it seems to fit closer to Economic Opportunity and Development Committee in some of the things that it does. Ms. Haynes stated that when one looks at why there is a summer program, to her it would be placed under Community Issues based on why it was initially developed and its goal. Based on Ms. Haynes' comments Commissioner Midderhoff withdrew her amendment to Vice - Chair Hagemann's motion. Commissioner Stavis requested that Co -Chair Rosen or Ms. Haynes explain to the Commission how the Community Issues Committee would operate. Co -Chair Rosen stated that how she envision all of the Committees working is that if an issue comes up before the Commission, as a Co -Chair, she wants to be able to assign a particular issue to a Committee for investigation or research who in turn will present that information to the larger body for approval, direction or etc. (Example: Perhaps the Community Issues Committee could be assigned to meet and work with the Fourth of July Association, i.e., the matter regarding inclusion ojthe Gay population in the upcoming parade). Ms. Haynes stated that she envision this Committee will address "hot topic" issues, i.e., racist prnfrling, hate crimes, etc. They would not only work with staff but other BoardslCommissions and connecting with experts in the area(s) of concern and bring back a plan of action to the entire body. As there was no further discussion, Co -Chair Rosen. Vice -Clair Hanemann and Commisrioms Bailey. Kiman Slavic. andMidderholl voted to approve the motion. Commissioner Stein abstained Co -Chair Rosen requested that the Commissioners call members of the Executive Committee to Let them know what Committee they would like to serve on, however, it does riot mean that they will necessarily be able to do so. 3. Attack on America Co -Chair Rosen stated that as a result of the tragedies that America suffered on September 11, 2001 (i.e., the terrorist emdcs on New York, Pennsylvania, and the Pentagon in Washington, D.C.), the Executive Committee feels the Commission should have some kind of response; the responses that will be presented to the community will be short and long -tent. She stated that many issues have occurred during the past two weeks since this tragedy and many other will arise that will directly relate to the work of the Commission. Ms. Haynes stated the country is beginning to see a division towards people from the Middle East who are being subjected to racial profiling and the idea is to put one face on America - one face one Evanston. In order to accomplish such a monumental task, she HUMAN RELATIONS COMIMISSION MINUTES September 25, 2001 Page 6 of 8 contacted EVMARK, the Chamber of Commerce, the Police and Fire Departments and Julie Ramos' office to partner With the Commission in developing bill boards that will be erected in various places throughout the City; in places where people congregate. She stated that the Executive Committee members met and agreed that the billboards will have the Pledge of Allegiance printed at the top and the bottom will say: "One Evanston - One America"; people can sign or write comments on them and maybe they can be presented to the City Council at a later time. Perhaps in the future the Commission could prepare a Public Service Announcement (PSA) that could air on the local media. She stated that with the current technology, a jumbo tron could continually display the different faces of America; people of all races and cultures. The Pledge Allegiance will be scrolling while children and adults are citing the Pledge and once they begin "w th liberty and justice for all" the scorn will go black and the words "One Face — One America' will appear an the screw. The majority of the Commissioners were in favor of the Executive Committee's ideas. Commissioner Stein stated that he did not like any of the ideas that was presented to the Commissioners. He stated that the song "God Bless America" is associated with Kate Smith who gained national fame for singing it in World War 11; lately it has been played or sung repeatedly. Ms. Smith sang at various motivating events in large public gatherings aimed at selling war bonds. He stated that it was latterdetermined that because so much money was going to the military, a lot of money had to be raised as sufficiently as possible. A stody was conducted which indicated that the single most efficient effective lowest ever greatest return technique for selling war bonds was small group discussions in neighborhoods; second was payroll deductions even though many people objected to it but most found a convenient way to survive. He stated that based on what is being proposed for presentation to the Evanston community, is there any reason the Commission thinks repeating that message is going to entail people to do whatever they (the Commission) thinks is appropriate and are there not better ways to deal with human feelings - with individual choices about expenditure of time and effort? Co-Cttair Rosen stated that she sees the PSA as a long-term project but developing the billboard with the pledge is a short-term project that brings the community together and it would be nice to present such a symbol from Evanston that is sponsored by the Human Relations Commission. Another long-term project that is being considered is rejuvenating the TAPAS Groups as Commissioner Stein eluded to in his earlier comments. Commissioner Midderhoff stated that she thinks the ideas presented by Co -Chair Rosen and Ms_ Haynes are very good and the Commission should look at the demographics in terms of making sure there is an appealing aspec, the proposed messages to reach everyone. Commissioner Stain stated that one of the hard questions in a marketing campaign is where to put the most effort because long/short-term projects we not going to be the most fruitful categories; there needs to be some research as to how people are responding to the messages being sent. He stated that after the incidents that happened on September 11", he wondered if people were growing tired of hearing the same information over and over again. Later that evening, national and local television media began showing people expressing their concerns regarding the tragedies. He stated that the Commission should be highly sensitive to the same realities and how to maintain American unity. He proposed that the Community Issues Committee spend sometime thinking what the Commission can do to address these issues. He asked if perhaps this issue would be a good one with which to inaugurate the use of Committee structure? Should the Commission immediately proceed with some of the excellent ideas that have been proposed, however, he is concerned about the limited time and energy involved, and again should this issue be referred to one of the Committees? Commusioner Midderho f moved that that the Commission have an umbrella frameµark in respondinp to the ".Attar,.k (hr.4merica with a plan ofaction to be developed areferably by the Community Issues Committee, Commissioner Slavis seconded the, motion. Co - Choir Rasen. Vice -Chair Haeemann and Commusiorters Midderhoff. Slavis, and Bailev approved the motion. Commissioner Stein abstained As a means of clarification, Ms. Haynes was instructed to continue her efforts in developing the billboards and the members of the Community issues Committee will begin to work on the other aspects. FL HOUSING COMMITTEE REPORT Co -Chair Rosen stated that the Commission meeting for October 24 i will take place at the Howard Stint Police Outpost. She stated that the Commissioners received copies of a memo inviting members of the Housing Commission for a joint meeting. This request was made at the August 22id meeting as a means of discussing the Residential Landlord and Tenant Ordinance (RLTO). Issues will be presented to them as a means of receiving their input as to how the Commission will/should address the concerns expressed by tip^ landlords and what needs to be done to make it more palatable to all parties? his. Haynes stated that she did hear from the Hous. Committee and they did not commit to a joint meeting, indicating that October and November are busy months for them because they sit on the CDBG budget hearings. However they as cca fur copies of the transcript from the public hearing that was held in November 2000 and, they have requested proposals of recommendations from this Commission in terms of how they envision changing or making the amendments more palatable to landlordstproperty owners. She stated that the Commission needs to talk about what changes needs HUMAN' RELATIONS COMMISSION MINUTES September 25, 2001 Page 7 of 8 to be made. Commissioner Slavis asked its. Haynes when the changes are made to the amendments, should the Commission have some Alderman review the draft or final document to get their input? Ms. Haynes stated that she did not know whether they would do this because the changes have to be presented to the PIanning and Development Committee (P&D) which is a committee comprised of Aldermen. Commissioner Stein stated that he attended the hearing last November 2000 and what sticks in his mind is that Alderman Bernstein closed the hearing by saying to the Human Relations Commission: "Could you go and arrange to get together the people who arc interested and get them to agree on something?". He stated that aside from what Alderman Bernstein said, it is his personal opinion that (BemAein's) statement truly reflected the majority wish of the P&D Committee and that their primary wish is to get the matter off their bands. Commissioner Stein stated that he is not certain that Commissioner Slavis' question is a realistic request. Ms. Haynes stated that at the conclusion of the hearing last November, Alderman Banstein's charge to the Commission was "to come up with something that both sides could live with", which is very different from Commissioner Stein's recollection. Commissioner Midderhoff asked if the Commission has looked at some of the Ordinances in surrounding cities or other major universities instead of starting from scratch? Ms. Haynes informed Commissioner Mkkkrhoff that Evanston has an Ordinance which is one of the first in the country. Co -Chair Rosen asked Ms. Haynes if there is anything that the Commissioners can help staff with in preparing for the meeting on October 24' with the Housing Commission? Ms. Haynes responded that it rust has to be determined whether the Housing Commission will be able to attend the meeting but. in the meantime staff is better equipped to come up with the alternatives for the amendments because they have a better grasp of the issues since they address issues with all parties on a daily basis. Commissioner Stein stated that the August 22"' minutes reflect that Co -Chair Nehal attempted to meet with the Chairperson of the Housing Committee and wanted to know what kind of response did he receive? Ms_ Haynes stated that according to Co -Chair Nehal, an uncomfortable conversation occurred with his efforts to meet with Ms. Dickerson (Chair of the Housing Commission) and she suggested that Commissioner Stein hold his question for Co -Chair Nehal. Commissioner Stein asked what is the purpose of holding the October 20 meeting at the Police Outpost on Howard Street and whatever the reasons are the Commission should have some clear purpose or function in mind. Co -Chair Rosen responded that the Commission agreed in the past that it should conduct at least two meetings in the community during the year. She stated that it was suggested that the topic of housing might be of interest to many of the residents and it would be an opportunity for them to see and hear the meeting process or for them to offer other comments regarding issues they might have. Ms. Haynes stated that the purpose of the meeting is to get out into the community which the Commission serves to hear what residents have to say, to let them know the Commission exist, the kinds of things it does and if they have issues or concerns, the Commission is there to respond to them. Commissioner Stein stated that he thinks the Commission has to plan the meeting, focused around listening to people rather than conducting a normal meeting. Ms. Haynes stated that it is a normal business meeting but the Commission needs to let the residents know the November meeting will be held at its regular meeting place in the Civic Center. She stated that since the Executive Committee establishes the agenda, it could be scheduled to allow room for citizen comments or to address particular issues. The purpose of the meeting is multi -faceted. Commissioner Slavis stated that a couple of months ago Peggy Tarr addressed the Commission and said that a lot of people do not think the Commission is a viable body. He stated that the Commissioners discussed this concern and it was decided that some of the meetings should be brought to their area of the community. Vll. COMMUNICATIONS AND ARTICLES A. Executive Director's Report Commissioner Stein stated that the Director's Report indicates that it will became a wider circulation and congratulated Ms. Haynes and suggested to the Commissioners that this offers them an opportunity for some public relations that can be extremely valuable. He stated that if the Commission is going to have this kind of broader public disclosure, some thought needs to go into whether the current format is fully consistent with the new audience. Ms. Haynes stated that she has asked the Commissioners several times for their input in terms of what should be included in the report and she is still waiting for their responses. Co -Chair Rosen stated, as she did several months ago when Commissioner Stein raised concerns regarding the format of the report, that the purpose of the report is to share with the Commission what activities/issues staff has been involved in or addressing. She stated that Committee members can request that specific information be included in the Executive Director's report. HUMAN RELATIONS CONIXIISSION MINUTES September 25, 2001 Page 8 of 8 Commissioner Midderhoff asked its. Haynes what did the tens "Sen ice Stats" refer to in her report? Ms. Haynes responded that these are individuals who have contacted the department during a reporting period for various services. Co -Chair Rosen stated that it is nice that the Director's Report is being distributed to a wider audience and the Aldermen are interested in reading it but, the initial purpose was to be a time saver during the meetings and provide the Commissioners with basic information of what the staff is doing. She said that information contained in the report should be left up to the Executive Director unless the Commissioners have more concrete suggestions. Commissioner Midderhoff proposed that if the Commissioners have recommendations regarding the Director's Report, they should contact Ms. Haynes or the Executive Committee members and they can pass them on to her. VIIL UNFINISHED BUSINESS Commissioner Stein stated that at the July meeting the Commission had an extensive discussion about the role of the Commission with regard to the Fair Housing Laws; there was some misunderstanding about who had the right to choose venue. As he recalls, he did re- read those minutes and saw that one of the Co -Chairs asked that the City Corporation Counsel be asked to offer a legal opinion. He wanted to know what was that legal opinion. Ms. Haynes stated that the legal opinion without being written, is what she previously described; either three of the parties can elect who will hear their use and whoever makes the election fast is how the hearing will take place. She informed Commissioner Stein that if he wants that in writing from the Law Department she will ask for it, however that is the irderprctatioa and is how it will be administered. Commissioner Stein asked if that means if one of the three parties insists on having their case heard before the Human Relations Commission another party cannot? Ms. Haynes again responded that whoever makes the election first is how the hearing will take place. Commissioner Stein stated that is not what the law says. Ms. Haynes stated that certainly is the way Ms. Brenniman interprets it. Commissioner Stein stated that Ms. Brenniman did not do so in her memo to the Commission. Ms. Haynes responded that if he would like to have Ms. Bro miman return before the Commission for further discussion or clarification she will make that request. Commissioner Stein responded "no", not to discuss it. Ms. Haynes stated that if he would like written communication she would see when Ms. Brenniman could find the time to do that, but that is the way it has been administered in the past. Co -Chair Rosen asked Commissioner Stein if he would like the opinion in writing. Commissioner Stein stat-' "no" and that he did ask for a brief but oral communication but he has not seen a report any where, either in the minutes or Director's Report. IX. NEW BUSINESS Commissioner Midderhoff asked if she could get the minutes from the original Fourth of July incident ( i.e. the Boy Scouts/Liberty Bell) and the RLTO hearing from November 2000? Ms. Thrower informed Commissioner Midderhoff that she would provide her with all of the minutes for 2000 (including the hearing transcript) and copies for the minutes for the beginning of2001. Ms. Haynes informed the Commissioners that the Commission was instrumental in developing a Resolution last year to have October designated as Peace Month in Evanston. One of the things the Resolution asks is that Businesses who sell gums or weapons timid doing so during that time. A letter and a copy of the resolution is forwarded to them. She stated that since October was only a few days away, perhaps this year a letter could also be prepared and sent to all of the faith -based organizations with a copy of the Resolution enclosed, asking them to do something to acknowledge Peace Month, the letter will also be sent to community organizations and schools. Ms. Haynes stated that it is her hope that in future years the Commission will plan to include other activities in October. Co -Chair Rosen moved that the Executive Director has been instructed to re -send the letters as it was dome in 2000. alertingthe community that October is Peace Month. Vice -Choir Hakemann seconded the motion Co -Chair Rosen. Vice -Chair Hazemann. Commissioners. Bailey Sla►Lt. and Midderholfanvroved the motion. Commissioner Stein abstained 'there being no further business, Co -Chair Rosen adjourned the meeting without any objections at 9:59 p.m. Respectfully submitted by: / � t /, _1 L CZ Lli4t _ , Secretary D .46 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, August 22, 2001 7:00 P.M. - Room 2402 APPROVED QQL4MISSIONERS PRESENT: Jason Nehal and Hallie Rosen-Co-Cha m Mavis Hagemann, Vice-Clu ir, Nancy Bailey and Barry Slavis CO ISSIONERf ) EXCUSED: Leo Kirwan, Michael Cervantes and Leonard Stein STAFF PRESENT: Paula A. Haynes -Executive Director and Dorothy Thrower -Secretary GUESTSIVISITORS: L CALL TO ORDER Co-Cbair Rosen called the meeting to order at 7:20 p.m. She reminded the Commissioners to minimize the noise at the meetings. This will allow Ms. Thrower to transcribe the minutes without a great deal of difficulty. Co -Chair Rosen also reminded the Commissioners about the importance of civility at the meetings, i.e., listening to each other and responding respectfully even if one does not agree with what the other person is saying. ' IL GUESTSJVISITORS There were no guests or visitors present. III. APPROVAL OF MINUTES —DULY 25, 2001 Ms. Thrower informed Co -Chair Rosen that she received her e-mail that identified corrections to the July 25, 2001 minutes. Co -Chair Nehal requested that the minutes reflect that Commissioner Slavis was present at the meeting. Co -Chair Nehal moved to approve the minuses with the noted corrections. The motion was seconded by Commissioner Slavis and unanimously approved. W. DISCUSSION ITEMS A. CommUNITY Picnic Ms. Haynes gave a detailed overview of the picnic that will take place on Sunday, August 26*- that is co -sponsored by the Police Department and the Commission. She talked about the various types of activities and entertainment that will take place and the businesses/organizations(mdividuals who make this effort possible by donating money, food, musical equipment, and their time. Co -Chair NdW and Commissioner Slavis volunteered to act as MC/Assistant for the HOPE Stage where various entertainers will perform. Co - Chair Nchal also agreed to donate his electric keyboard for individuals performing on this stage; Co -Chair Rosen will be in charge of assigning volunteers to specific arras; Commissioner Bailey volunteered for the fourth year, to wort and solicit volunteers for the food serving aria; and, Vice -Chair Hagemann volunteered once again to work in the activities area for children. There was some discussion regarding Commissioner Bailey's request to provide signs and a specific area for disabled individuals to eat, that would include a configuration to allow for wheel chair space and maneuverability. Commissioner Slavis suggested that Commissioner Kirwan be contacted to get his input regarding disabled seating. B_ Amendment To The By -Laws Co -Chair Rosen recapped briefly, previous discussions/concerns by the Commissioners, as to whether or not Roberts Rules of Order should be exercised when Commission meetings are being conducted? As a result of these discussions, the Executive Committee, which is comprised of the Co -Chairs, Vicc-Chair and the Executive Director, created an amendment that states it will be their responsibility to develop a process that outlines how meetings will be conducted. This document was made available to all of the Commissioners. If it is necessary. the amendment could be changed at the next meeting to make sure that it is broad enough. She stated that in accordance with Article VII, Section I. a notice was included in the August 22"i Commission packets for the Rules to be amended or repealed Co- HUMAN RELATIONS COMMISSION MINUTES August 22, 2041 Page 2 of 4 Chair Rosen stated that Commissioner Stein offered his comments to the amendment, expressing concern to the Co -Chairs about the language contained in parenthesis. He also stated that the amendment seems to authorize the Executive Committee to adopt new procedures or process rules at any time without notice to the rest of the Commission. Co -Chair Rosen stated that when the Commission previously discussed amending the Sy -Laws and the rules of order were developed, they were shared with all of the Commissioners but they need to be reviewed by everyone before they are used. Co -Chair Nehal stated that he inserted the considerations of the discussion at the July 25' meeting into the rules and it is not the intent of the Co -Chairs to create an atmosphere of their ability to impose rules, but rather, create a consensus of a working set of rules that are not necessarily Robert Rules of Order because there are different kinds and editions. Commissioner Slavis stated that he has faith in the Executive Committee to set forth fair statements of the Rules in order for the Commission to conduct their business and he is one hundred percent in favor of the amendment. Commissioner Bailey agreed. Commiraioner Bailey moved that the amencbnent beset forth In the By► -Laws. The motion %w seconded by mice -Chair Havemana and unanimously oar, roved For the record, redundant statements were removed from the submitted amendment prior to being voted on. » C. Citizen's Concerns i Co -Chair Rosen stated that the Commission was going to discuss two issues under this item, the first one being Peggy Tarr's comments and the Commission's responses from the July 25' meeting. She stated that Commissioners Slavis and Stein sent the C&Chairs draft letters of possible responses for Ms. Tarr. Co -Chair Nehal prepared a letter to her, incorporating some of those commentx. Co -Chair Rosen stated that the second issue for discussion was how does the Commission respond to citizens concerns? Co -Chair NdW thanked Commissioners Slavis and Stein for their efforts as a means of responding to Ms. Tarr. A copy of both letters, including the final letter that Co -Chair Nehal prepared was made available to all of the Commissioners. The Commissioners an' 's. Haynes took some time to review and edit the letter before it is sent to Ms. Tarr. Ms. Haynes requested that Co -Chair NdW e-ma. .,e final version of the letter to Ms. Thrower so that she can put it on letterhead . A discussion took place as to how the Commission should respond to citizen complaints and or concems. The following suggestions were offered: #All complaints should be submitted in writing; ♦If a complaint is presented at a regular meeting, the Executive Committee can review it prior to the next scheduled meeting and determine how it should be addressed; (by one of the sub -committees or develop a special committee to address the complaint). All of the Commissioners will receive a copy of the complaint and will have an opportunity to contact the committee chair to share their input. That Committee will then shah: with the entire Commission, the best way to address the complaint and vote on it; ♦ A form letter should be developed to advise the complainant that hisfher complaint will or has been assigned to the appropriate committee; he/she will be informed when a decision will be rendered and he/she should make themselves available for questions if necessary or if witnesses need to be available; *The Commission can decide whether the complaint is an issue that should be addressed by staff who would advise the complainant regarding the status of their complaint; *An information sheet should be designed to inform individuals as to how complaints will be handled; ♦Disabled individuals who have difficulties, mental or physical, will be assisted by staff when filing a complaint; *Develop it procedures manual for riling complaints that will also incorporate timelines for the purposes of accountability; •The manual will address how the Commission handles complaints, i.e., fair housing issues, citizens issueslconcerns, eommince process, etc. and •Develop an orientation and outreach program for new Commissioners. V. INFORMATION ITEMS A. October Meeting In The Community Co -Chair Rosen stated that the Commission has expressed a desire to have their October meeting somewhere in the community. - Haynes stated that it has been confirmed that the meeting will take place at the Police Out Post on Howard Street. It was requested that she Invite the Police Chief as well as Alderman Rainey to the meeting since this is her ward. Ms. Haynes stated drat she will develop a flyer dint Alderman Rainey can put on her web site if she chooses to do so; it can also be placed on the department's web page to inform citizens of the meeting and, staff will contact ECMC to see if they will be available to air the meeting. Ms. Haynes also pointed out that HUMAN RELATIONS COMMISSION MINUTES Aught 22, 2001 Page 3 of 4 October is Peace Month. Co -Chair Nehal stated that the Summer Youth Employment Program will be placed on the November agenda for discussion. B. September Meeting Co -Chair Rosen stated that the September meeting date has been changed to Tuesday, September 25* due to the Yon Kippur holiday. She stated that Ms. Haynes sent a letter to the Fourth of July Association, asking them to attend the September meeting so that the Commission cant share some of their issues/concerns regarding the Parade. C. Search for New Commissioners Co43urir Rosen stated that Commissioner Bailey's final tern an the Commission will expire in October 2001. Currently there are eight Commissioners and there is a need to put out feelers for new ona within the community. Co43utir Nehal stated that they would like to sec individuals who are interested in being on the Commission attend some of the meetings. He stated that the Commission should try and find people who fall within the qualifications that are required to become a Commissioner, talk with them and try to create a pool of applicants. Ms. Haynes stated that Antonia Midderhoff has appeared on the City Council's agenda for introduction in September, she will be confrrood before the September 25" meeting, which means she will be seated at that meeting. She stated that once someone is introduced to Ca mKill the Commission should write the person a letter and encourage he/she to attend the meeting prior to their seating. She also suggested that if all of the Commissioners cannot meet with Ms. Midderhoff for dinner before the September 25" meeting. then a group of them should do so. Co -Chair Rosen stated that since Ms. Mkkkrhofi has already been introduced to Council, she requested that Ms. Haynes call her to see if she wants to meet with the Co -Chairs and staff. VL COMMUNICATIONS AND ARTICLES A. Executive Director's Report Ms. Haynes responded to questions regarding her information on the Summer Youth Employment Program. She stated that her monthly report is now being copied to the City Manager and all of the Aldermen at the request of Alderman Newman. Vim -Chair Hagemann asked Ms. Haynes what is the status of the fair housing case that is supposed to be ngxmded to within one hundred days? Ms. Haynes stated that staff is currently trying to negodatrlmediate a settlement that has fallen through in addition to some other issues regairding. the realty company; (whether it is the same one whose name has changed or if it was bought by another company). Staff is trying to determine the status and have asked for corporation papers to determine whedw or not the company that committed the alleged violation is still in business. She stated that it is important that the original principles are identified. Ms. Haynes stated that in her Director's Report under Housing Matters. she reported that a meeting was held where she talked specifically about whether the City of Evanston uses "source of income" as a protected class in the Fair Housing Ordinance. Currently it is not used but if it is incorporated it would cover peopLe with Section B Certifxztcs. If they were denied housing they could file a discrimination complaint VIL UNFINISHED BUSINESS A. Approval of Minutes to for June 23, 2001 Co-chair Rosen stated that she did not attend the July 25" meeting and the minutes for the June 23' meeting were not approved because Ms. Thrower was not in attendance. Ms. Thrower stated that Ms Haynes was informed prior to the July 25" meeting that Commissioner Steitz had requested that she edit three of his statements in the lucre 23n° minutes. However, she did not make those changes because she believed the edits changed the content of the specific text but she would let the Commissioners make that decision. Ms. Thrower read Commissioner Stein's comments as they were transcribed from tape and his suggested changes. There was unanimous agreement that Commissioner Stein's initial comments will remain in the record as they were transcribed by Ms. Thrower. Co -Chair Nepal moved that aside from any appropriate punctuation comments that Commissioner Stein gave Ms 7hroxer. anv other edits that would chame the content o the minutes in this case, will not be annroved. The motion xus seconded by Commissioner Bailey and unrmimousfy apprm,ed Ca Chair Nepal called for any ohiectienr or the an roval o minutes the June 23. 1001 meeting As there we" no nbirctionr. the miner were unanimously approved with the noted punctuation corrections only. HUMAN RELATIONS COMMISSION MINUTES August 22, 2001 Page 4 of 4 Co -Chair Nehal stated that the Executive Committee will address the issue of Commissioners making editing changes to the minutes. V1I1. NEW BUSINESS Co -Chair Nehal stated that he called Yvonne Dickerson, Chair of the Housing Commission but she declined to talk with him about a meeting with the Human Relations Commissions until she talked with the staff person for that Commission. Ms. Haynes stated that she will talk with Mr. Wolinski and Ms. Shur who is the staff person for that Commission. Commissioner Slavis stated that since the Commission is going to have a dinner for Corrunissioner Bailey to celebrate her woure on the Commission he wondered if former Commissioner Hollis Settles should be invited and recognized for his time on the Commission. Ms. Haynes stated that historically Commissions have recognized people who have served two full terms (6 years), with awards, plaques or some type of adawwkdgment. She is not opposed to doing something for W. Settles but it should not be included with Commissioner Bailey activity. Ms. Haynes stated that she will check to see if the Mayor sends a letter or some type of recognition to individuals who serve less than two appointed terms. Co -Chair Nehal stated that he agreed with Ms. Haynes that something should be arraeged for Mr. Settles but separate from the plans for Commissioner Barleys. Vice -Chair Hagemann suggested that Mr. Stales be invited to mat for dinner with the Executive Committee since they are doing that now. Co -Chair Rosen stated that a letter should be seat to Mr. Settles thanking him for his participation on the Commission for the past three years. Ms. Haynes stated that perhaps a certificate of appreciation could be presented to Mr. Settles if he joins the Commissioners for dinner before a regular meeting. Commissioner Slavis stated that he works at an agency where people come and go and usually dgm is a breakfast or hwch for those who do not stay a long time so that there is some closure and an expression of appreciation for their time. He stated that be thinks Vice -Chair Hagemann's suggestion is a good one. It was agreed that Mr. Settles will be invited to join the Commissioners for dinner prior to the October 25° meeting. Ms. Haynes stated that September V begins UNITY Month; she will prepare something for the department's web page to encourage the churches, schools, etc. to celebrate or acknowledge it. She stated that a couple of years ago the Human Relatim Commission asked the City Council to declare September as UNITY month and October as Peace Month. It was agreed that the Commission would mount and present the hands to Council at their last meeting on September 24*' as a represenufloe of Peace Month. IIX, ADJOURNMENT There being no further business, Commissioner Bailey moved to adjourn the meeting at 9:35 p.m. The motion was seconded by CaChair Nehal and unanimously approved. Respectfully submitted by: �,�-e'� �1 j L+�-1Sccretary bate• ✓!� G Domthy fibrower EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, October 24, 2001- 7:00 P.M. Howard Street Police Outpost 633 Howard Street Evanston, IL. APPROVED COMMIiSS10NERS PRESENT: Hallie Rosen -Co -Chair, Jason Nehal-Co-Chair, Mavis Hagemann-Via-Chair, NancyBailey, Barry Slavis, Leonard Stein, Toni Midderhoff, and Michael Cervantes COMMISSIONERS) EXCUSED: Leo Kirwan STAFF PRESENT: Paula A. Haynes -Executive Director, Dorothy Thrower -Secretary, Lisa Allen and Rafael Molinary, Human Relations Specialists GUESTS: Members of the Housing Commission: Yvonne Dickerson -Chair, Ron Grossinger, Marie Dillon, Judith Hurwich, Robert Brooks and Roberta Shur -Staff the Housing Commission VISITORS: Landlords: Dan Schermerhom, Albert Bowen, Bob Heiberger, Penny Miller and Ashraf Manji; Tenants: Mary Lane, Pamela Hickman and Louise Knight; Karen Chavers -- ENC. Cheryl Frost -Brown -- lnterfailh Housing Center; Judith Treadway and Terry Dickerson i. CALL TO ORDER Co -Chair Rosen called the meeting to order at 7:04 p.m. She introduced Yvonne Dickerson who is the Chairperson of the Housing Commission (RC). She dunked the members of the HC for attending the meeting and providing their input regarding the recommended amendments that the Human Relations Commission (HRC) has proposed to the Residential Landlord and Tenant Ordinance (RLTO). Co -Chair Rosen stated that after the discussion the Commissions would separate and hold their individual meeting. if. DECLARATION OF A QUORUM A quorum was declared. IIL INTRODUCTION OF GUESTS AND VISITORS The following individuals introduced themselves: Dan Schermethom, Bob Heiberger, Albert Bowen, Penny Miller and Ashraf Manji introduced themselves as property owners/landlords; Mary Lane, Pamela Hickman and Louise Knight introduced themselves as tenants; Karat Chavers - Evanston Neighborhood Conference (ENC) and Cheryl Frost -Brown — Interfaith Housing Center, Judith Treadway and Terry Dickerson — residents. IV. AMENDMENTS TO THE RESIDENTIAL LANDLORD AND TENANT ORDINANCE CaChair Rosen gave a brief badkgrmtnd regarding the intent of this meeting. In September 2000, the HRC presented some proposed amendments to the RLTO to the Planning and Development Committee (P&D) and, as a results of many questions that were put forth, it was decided that a public hearing would be held regarding those amendments on November 20, 2000. At the conclusion of that hearing, Alderman Bernstein who is the Chair of P&D, asked the HRC to address sane of the issues that were raised and return to P&D with recommendations that would be agreeable to the landlords and tenant. Co -Chair Rosen stated that this would be a working meeting that would provide an opportunity for the HRC to seek the HC's opinions in reviewing and re -drafting the proposed f= HUMAN RELATIONS COMMISSION M NUTES October 24, 2001 Page 2 of 12 amendments. She stated that the two Commissions would be reviewing the comments/recommendations that were put forth by members of the Evanston Property Owner's Association (EPOA) who were present at the November 20, 2000 heating and provided their issues regarding the recommendations. The ultimate goal of the HRC is to enforce the RLTO and in order to do so, they want to make sure all of the amendments are reasonable to landlords and tenants. She stated that after tonight's meeting, based on the suggestions and comments„ the HRC staff will redraft the amendments; each Commission (HRC and HC), will have an opportunity to review the re -drafts in order to make sure they reflect what was discussed After this has taken place, separate meetings will be held for landlords and tenants to review and comment on the re -drafted amendments. A revised set of amendments will then be presented to P&D. Co -Chair Rosen stated that in order to facilitate this disnusim4 she and Chair Dickerson developed a Fences for categorizing the various issues and she asked the Commission members to think about categories as they are being discussed. The first group of Items are issues that will be addressed point by point and aherati mn will be made if necessary for the best interest of both the landlords and tenants. The second group will be items that are purely legal, i.e., established laws that already exist and if background information is required it can be accomplished prior to the next meeting. If there is something being done by another jurisdiction or where more background information is required, those issues will be placed in a separate group. 'Ile last category of items ("the flaming issues" ) are things that might not be solvable at this meeting based on the time that was allowed but they will be addressed at another meeting if it is necessary. Co -Chair Rosen requested that if any of the visitors had comments they should be limited as the discussion takes place. She referred to a letter from the EPOA dated November 13, 2000, wherein they included amendments that were proposed at the November 20, 2000 Public Hearing regarding the RLTO. Co -Chair Rosen stated that staff will present their comments as to why the amendments were developed. Following arc EPOA's issues that related to specific recommended amendments by the Commission: SECTION 5.3-5-: SECURITY DEPOSITS AND PR&PAID RENT: (A) & (B) JSSUS Nl: Concern regarding the limitation on the anrowu of pre -,paid rent that a landlord can cluvV a tenant; the current limit of one and one-half month is too low. ISSUE N2: The tenant must be allowed sir months to pay the additional half month of security deposit. Ms. Haynes stated that the amendments that were presented originally did not address security deposits and pre -paid rent. This was a concern that was raised by the property owners during the Public Hearing. She stated that by working in accordance with the RLTO there might be some room to make some adjustments. During the seven years that she has bew Executive Director for the Commission, staff has never had a landlord complain about allowing a tenant to pay the balance of their security deposit. Approximately thirty-eight percent of the department's calls are frtiim landlords. Ms. Haynes stated there is some validity regarding the concern for paying five percent interest on security deposits because clearly in all cases. banks do not pay that rate of interest. She has talked to the Finance Director at the City and asked him to assist the Commission in identifying an index or methodology that would be more reflective of what is going on in the financial industry. She stated that she believes the one and one-half month's request for security deposit is reasonable and tenants should not be required to pay any more than that; perhaps the real issue is that some tenants do not pay their last month's rent and may have left damages to the apartment and the landlord has no money to make the repairs. She stated that a landlord and tenant can negotiate the security deposit but the amount has to be less and not more than that previously stated Commissioner Midderhoff stated that based on the six additional months that tenants are allowed to pry the one-half month of the security deposit as opposed to having the money up front, is a little unusual to her. Chair Dickerson stated that the HC received is printed piece of material from the Chicago Tribune thattalkedabout a company called Score Deparit, which has an interesting concept and is just beginning to merge in the Chicago market. She suggested that the Human Relations Commissioners find out more about this company because it is almost like a bond and oftentimes it is difficult for mar families to put together security deposits. Ms. Haynes agreed and named several agencies in Evanston that will assist tenants with their security deposits. She stated that this type of assistance has been in Evanston for many months and is available for landtords Who elect to use it. HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page 3 of 12 NOTE: Comments were made by members of rEPOA other Propery OunerslLandlordr, Tenants or other Visitors. Since these individuals did not identift themselsys prior to their comments, they cannot be identified by name. The minutes will reflect their statements by indicating "Properly Owner or Landlord" ""Tenant " and "Visitor ". The names of individuals that stag was able to ldenr6 will be reflected in the minutes. Copies of EPO.4 's fetter addressing their issues with the recommended amendments to the RLTO are available at the Human Relations Department in Room 1500 The recommended amendments by the Commission are also available. Tenant: The lady stated that it is not a known fact that renters can receive assistance for security deposits from all of the agencies that lUfs. Haynes named because she is currently in a position where she needs twenty-six hundred dollars before she can move. She stated that she believes one and one-half months security deposit in addition to the first month's rent Is a lot of money for tenants to come up with. Chair Dickerson stated that she had the same thoughts as to whether all of the agencies that Ms. Haynes mentioned will assist tenants with security deposits. Co -Chair Nehal stated that as a tenant he has had experience regarding security deposits. He stated that when a tenant is moving and if there was a way to make that money transferable between the landlords this would be helpful in the move. However, if there is damage to the apartment and the tenant does not pay their last month's rent, this creates a problem for the landlord. Property Owner/Landlord: The gentleman stated that more than not, the tenant does not pay their last month's rent because they are usWX the security deposit plus there may be damage to the unit He stated that in order to collect money owed, it takes gvite a long time to go through the court and this is one of their considerations. Commissioner Stein asked if the issue regarding the amount of the deposit going to be solved by some of the other issues that have t been dismissed? He stated that those issues will be addressed later and treed to be resolved and that the discussion of security deposits needs to be separate from the other issues. Tenants who use their security deposit to pay their Iasi month's rent and leave damage to the unit puts the landlord in a very difficult position; he wondered if the Administration Adjudication Process (AA)could help landlords? Ms. Haynes stated that she agreed with Commissioner Stein and that AA could be used to cite tenants which will make a difference in aiding landlords. Mr. Molinary stated there is nothing to prevent a tenant from negotiating with a landlord who knows they will be leaving once their lease agreement terminates. He suggested that prior to this, the landlord could conduct an initial walk through with the tenant and issue a letter of credit stating that although the twenty-one days has not expired, it is anticipated that twenty-one days later the tenant will be receiving a said amount of returned security deposit The tenant could use this letter with a new/perspective landlord as a show of good faith that the tenant will likely have enough money to pay the required security deposit. Chair Dickerson stated that she likes Mr. Molnnary's idea but she is not sure how the landlords will feel about it but it would seem to be a voucher in good faith. Chair Dickerson sated that she had an issue with MA's statement in their second issue of their letter, i.e.: "The fact that a tenant cannot provide hands to pay the entire deposit at the time of application for lease is a warning to landlords that the financial condition of the tenant is weak". She stated that perhaps the tenant is financially weak but the reality is that statistically so many families are only one or two pay checks from being homeless and she thinks it is critical that a way is found to move either a letter of recommendation or credit between landlords because it takes the burden off the process. Chair Dickerson reiterated that she likes Mr. Molinary's idea, that is should be looked into and that it is equitable. Co -Chair Rosen stated that the suggestion has been made that the Human Relations Commission explore the issue of providing some kind of letter thirty days prior to the tenant vacating an apartment that could be used as a voucher for their credit, white they are in the process of looking for another apartment. Commissioner Midderhoff stated that with regard to allowing the tenant six months to pay any owed security deposit, currently the RLTO states "at the election of the tenant" and she would like the Commission to consider changing the language to read: " ... being negotiated by the tenant and landlord...", to make it more balanced. Commissioner Grossinger stated that he will wait to see what the HRC is going to do with this concept. If it is voluntary that is one thing but if it is mandatory, there is no hope for either party. One landlord cannot be expected to accept a letter from another landlord when they have no ability to enforce it; if this were a letter of credit one could draw on it with no conditions. He stated that such a letter would have potential in terms of good faith on all parties but does not have any potential as something mandatory. HUMAN RELATIONS COMMISSION SlINUTES October 24, 2001 Page 4 of 12 Commissioner Stein agreed with Commissioner Grossinger but suggested combining the letter idea with some kind of central agency that would hold the funds and pay the current interest rate. Commissioner Stein's comments initiated discussion of EPOA's concern regarding the five -percent interest rate payable on security deposits. Ms. Haynes stated that many landlords do not pay the five percent which is one of the major complaints from tenants which promoted her conversation with the City's Finance Director regarding this issue. Commissioner Dillon stated that many leases am from one to two years and perhaps a percentage of the prevailing one treasury bill rate will fluctuate with the market. SECTION 5-3.5.2: DISCLOSURE (D) Ms. Haynes stated that the Commissioners and staff have discussed this issue and thought the following language could be included: ... at the time the lease is let". This would refer only to existing code violations at the time the property Is let which would include any other areas of the building, i.e., common areas, etc., in the entire building. Chair Dickerson stated that she viewed this Section a little differently in terms of the intent. She stated that when a tenant submits an application for an apartment they are scrutinized. Their references, employment and finances are checked but there is very little an applicant can do to check on a landlord. In terms of disclosure, it is equitable and if she were a landlord she would not like it. She cited her own experience as a tenant several years ago which involved a neglectful landlord, although the building did not look neglected. She asked what recourse does a tenant have to check the credentials of a landlord? Chair Dickerson stated that as Realtor, disclosure to her is the state that one lives in. She stated that she does not have a problem with this Section as long as it is not abused and if it remains equitable. Ms. Haynes stated that if an apartment is inspected by a City Inspector, the tenant should receive a copy of the code violations which supports Chair Dickerson's position. If a tenant request a copy of the code violations and do not received them, the tenant could call the HRC office and staff will assist them in obtaining a copy. Tenant (Lucy): The lady asked if there are other things that could be disclosed that would be appropriate besides existing violations? Ms. Haynes stated that there is a list of disclosures that will be discussed. She asked the lady if she had any specific concerns? The tenant asked If a landlord has been determined to be a bad landlord In terms of court records, bow does one fiord out how good a landlord Is in general, separate from property violations? Ms. Haynes stated that currently the City uses AA as a means of responding to property code violations which is public information and the tenant can check out the credentials of landlord through this process. SECTION 5-3-5-5: LEAD DISCLOSURE REQUIREMENTS Co -Clair Nehal stated that as a Public Health Official he is totally against eliminating this Section from the RLTO, because one cannot have too much awareness regarding lead poisoning and the effects that it has on children. Ms. Haynes stated that Evanston has many aging housing rentals and the Health Department can provide statistics of children who have elevated lead levels. Chair Dickerson stated there is a need to educate the community on many issues and by having it in the RLTO, it is a law and it serves as a means of ed:iwation and in her opinion will not do any harm. Mr. Mofinary stated that it is not difficult for anyone to go to the Clerk of any Circuit Court to do an index search to find out what is happening with a landlord or a building that they own; the same can be done regarding tenants and the service is free. SECTION 5-34-1: NONCOMPLIANCE WITH RENTAL AGREEMENT; FAILURE TO PAY RENT: (B) Ms. Haynes stated that State Law only requires landlords to provide a live days notice for non payment of rent. She stated tha+ Evanston's RLTO requires a ten days notice and the extra five days allows the tenant time to gather funds to pay the rent due. Sh, stated that she is not sure the additional five days make much difference in terms of the legal process for landlords if they want to pursue an eviction. It has been stafrs experience that it does not make that much difference because many landlords do not begin the eviction process until the eleventh day. Mr. Motinary stand that during the two years that he has been employed with the department, it has been his experience that it takes approximately a month to a month and a half for a landlord to have someone evicted through HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page 5 of 12 the legal process. This primarily is the judge's decision and how much time is given the tenant to vacate the property varies according to the hardship stories. Even when a time has been imposed upon a tenant to move, they can go back to the same judge and ask for an extension if they show hardship. He stated that he is not certain whether the live days notice makes that much of a difference. The Cook County Sheriff's Office informed him that they can take up to three weeks to enforce the acmes) court ordered date for the tenant to move. Property OwnerALandlord: The gentleman stated that it could take up to three months for the tenant to stove and yet the RLTO begrudges the landlord five days out of that time. He stated that he favors the five day process and maybe he could have a hearing is the some month the rent is due instead of the nesL Mr. Molinary stated that there is always the possibility of an abuse of the process but the additional five days is an opportunity for the "decent tenant" who may be short or encountered difficulties and steed to get the additional funds to remain in the unit. He stand that there are other legitimate recourses to evict a tenant other than for non payment of rent. Ms. Haynes stated that if the tenant realizes they cannot pay the rent within the test day period, those extra five days could be use to find other housing. The gentleman stated that be has been a landlord for a number of years and has never had to give a five days or ten day notice to a "decent" tenant; he can talk to a "decent" tenant about the rent or they will nail and say they are going to be late with their resat; why would a landlord want to alienate a "decent" tenant by going through this process? Commissioner Stein asked Mr. Molinary if this process is shifted to AA, how would this affect the gentleman's quite valid points about the length of the procedure? Ms. Haynes stated that this type of matter would not go through AA; evictions have to go through a court of law. Property Owner/Landlord: The lady stated that if a tenant knows their rent h due on the first of each month, she thinks five t days b enough notice because the tenant knew this two weeks ahead of time. Tenant (Mary): The lady stated that she agrees with the hadlord regarding the five days notice. If the tenant has ten days to pay the rent then they only have twenty days left to get the next month's rent together. She stated that not all but most landlords will work with the tenant. Commissioner Grossinger stated that his only concern is that if the RLTO is going to be inconsistent with State Law, there should be a valid reason to have an extra five days and he is not sure he has heard one. From an economic standpoint, it could cost a landlord so much more to get rid of a tenant. If the tenant said they will give the landlord the rent in three more days the landlord will take it because it will cost to re -let or evict. He stated there does not seem to be the motivation to allow an additional five days. Ms. Haynes stated that she does not know what the motivation of the origiruat Housing Commissioners was who put the ten days notice in place. SECTION 5-3-&6: DISPOSMON OF ABANDONED PROPERTY: (A) Chair Dickerson asked what does the RLTO require regarding this mancr7 Ms. Allen provided a brief summation, stating that the landlord should send out a fifteen day notice specifying their intaniorm regarding the property; if it will be disposed of or sold. If sold, the proceeds shall be held for one year in case the tenant shows up and request their money. Ms. Haynes stated that certain circumstances may arise when a tenant is unable to remove their property and that this Section should address individuals who may become ill, hospitalized, etc. Property Owner/Landlord: The lady asked if the RLTO and worts as it is written? Ms. Allen stated that primarily, this Section has worked for both the landlord and tenant. In most instances tenants do not leave large amounts of property behind; generally then are just pieces left. Chair Dickerson asked if this Section in the RLTO is similar to any law from the State? Mr. Molinary stated that under the Fair Housing Act since disability is a covered category the imam may ask for reasonable accommodation if their property is removed without following the guidelines that are set forth in the RLTO. Alderman Rainey stated that approximately one and a half months ago, a group of tenants vacated an apartment on Custer but left all of their furniture. The landlord remembered seeing the Sheriff put the tenant's property on the parkway. Since he did not want to be responsible for stealing the property he placed all of the items on the parkway. The neighbors complained and the City cited the HUMAN RELATIONS COMMISSION MINUTES October 24. 2001 Page 6 of 12 landlord for litter and debris and he had to pay a sevens -five dollar fine. The landlord then placed all of the property in the dumpster. Property OwnerAL andiord (Ashraf Man ji): The gentleman stated that if protection is being provided for tenants who abandon their property then there needs to be protection for tenants who leave property behind due to different circumstances. He stated tfrat he has experienced tenants leaving items behind because they are too lazy to remove theta (particularly college ttsdeats who buy a bids a beds He stated that he is left with the responsibility of determining whether the property is vahrabk and has to stare lt. Often times a tenant's whereabouts are unknown when they move and the landlord has noway of nod"g the iodiridual(s). Ms. Haynes stated that one of the very first conditions in this Section is that the landlord notify the tenant of his intentions and if the tenant is not beard from then the landlord can decide the disposition of the property. Mr. Molinary suggested that a rider could be attached to the kale agreanent wherein the tenant agrees to the disposition of the property should it be left behind. Tewmt (Pawy Milkr): The lady stated that this Section of the RLTO would be good for those landlords who may not be so "decent". Co4lsk Rosen stated that at the request of one of the EPOA members, the Commission and staff will try to include specific language that will be incorporated in the amendment that protects the landlord The individual mquested that the language refer to turning in the keys when the lease is terminated. Chair Dickerson stated that with regard to the Property Owner's (Penny) commcats, there needs to be a formal understanding or agreement that when the tenant turn in the keys to the apartment to the landlord, they have vacated the premises and abandoned the property. Ms. Haynes stated that this was one of the amendments that the Commission attempted to make in the original amendmer It addressed what was considered leaving and vacating the premises. SECTION S-3-10: ATTACHMENT OF CHAPTER TO RENTAL AGREEMENT (A) CoZbair Rosen stated that the suggestion has been made that if the lease is renewed and the RLTO has changed, a copy of the new Ordirstnee will be attached and it should automatically be attached to all new leases unless the landlord is using the City of Evanston Model Lease Agreement which has the Ordinance incorporated into it. Ms. Haynes responded to one of the landlords that they may not inform the tenant who is renewing their lease that the Ordinance is available on the City Web and that they can download it. She stated that the real issue is that many landlords do not attach the Ordinance to the lease and some do not know that it exist She stated that it is not necessary for a landlord to attach a copy of the RLTO to a lease renewal if there have been no changes to it, however the landlord should stay abreast of any changes that do take place in the RLTO. Co -Chair Rosen stated that the next item addresses Adjudication and which Sections will actually be subject to AA, although dxy were not kkntified in this section of EPOA's letter. AMENDMENTS PROPOSED BY HUMAN RELATIONS COMMISSION SECTION I: CHANGE OF SCOPE: 1 JURISDICTION AND COVERAGE Ms. Haynes stated that the items were previously identified at the Public Hearing on November 20, 2000; everyone who attended received packets that listed Sections to be enforced - SECTION 2: NEW DEFINITION OF FAIR RENTAL VALUE and SECTION 2: VACATION OF DWELLING UNIT Property Owner/Landlord. The gent eman stated that with regard to "Vacation of Dwelling Unit'", the landlords issue is with the word "and". Under the RLTO's definition the snit is not considered vacated because the tenant's property is sU there. Maybe vacating can include returning the keys. He stated that if the purpose of the Section is to accomplish, then It should be re-writtea. HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page 7 of 12 Alderman Rainey asked Ms. Haynes if this Section of the Ordinance could include such language as: "When the tenant turns in the keys to the apartment or when the term of the lease ends, any property left behind will be disposed of by tht landlord and deducted from the security deposit if them is any cost involved"? She also suggested that staff re -work the definition of "Vacation". She stated that the problem with a rider is that the RLTO always supersedes anything in writing. SECTION 3: 5-3-3-1 TERMS AND CONDITIONS OF RENTAL AGREEMENT With regard to this Section, Commissioner Midderhoff asked are contracts over five hundred dollars binding? Mr. Molinary stated there are certain contracts such as oral contracts that cannot be enforced if they arc greater than one year or longer in duration or, if it deals with real estate it has to be in writing to be enforceable. Ms. Haynes stated the purpose for amending this Section. Staff has found that whether it is a bMkxd or tenant, it is bard to resolve matters when they arc not in writing, it is not good business; to contract for a unit without a written document plus it keels the field for all parties. She stated that although the current RLTO allows for verbal contracts, it is incongruent with another Section of the Ordinance which states that a tenant must list everyone living in a unit by name and age and this cannot be done without a rental agreement. If a landlord allows people to live in a unit that should not be there, how do they enforce their rights to evict someone? She stated that responsible landlords do not rent without a lease. Co -Chair Rosen stated that it appeared there was a consensus by all present, to have written lease agreements. SECTION 3: 5-3.3.1 (S) VCA and SECTION 3: &3-3-1 (C) FDV Ms. Haynes stated that with regard to the "Verification of Condition Analysis" (VCA) form, she can understand EPOA's concern about it being eighteen pages but the document was not professionally prepared and staff are not form designers. Their purpose was to prepare something visual so that people would have some idea of the information that it should contain and to have a document available for both parties at the beginning of a rental contract. She stated that if the document is professionally prepared, perhaps it could be minimized to a couple pages and extra pages could be added for bedroom/sleeping areas if necessary. Ms. Haynes stated most landlords do not conduct walk throughs prior to tenants occupying a unit nor when they art ready to vacate. Co -Chair Rosen stated that the VCA form could be shorter and still attached to the lease agreement. She stated that the "Full Diselomm Verification" (FDV) form (i.e., lead disclosure) was discussed earlier. Ms. Haynes stated that the FDV form inchrdes every disclosures that is required in the Ordinance, i.e., lead disclosure, property code violations, disclosure of ownership, disclosure of a twenty-four hour contact person and receipt of the Ordinance. Property Owner/Landlord (Penny Miller): The lady stated that she has an Issue regarding the VCA form relative to the 48 hours required of the landlord and tenant to conduct a joint evaluation of the dwelling unit after vacation of the premises. She stated that this would be a little tight for her because she does not have staff who could conduct this walk through. It was determined that the landlord could make other arrangements with the tenant to conduct the walk through and if the tenant fails to cooperate, the landlord will not be held responsible for the form not be filled out within 48 hours. It was suggested that the landlord also inform the tenant that if they fail to participate in the walk through and there is damage to the unit, a said amount will be deducted from their security deposit. Chair Dickerson stated that the HC had to conduct their own business but they would be willing to discuss the following Section regarding "Access" since it is an important issue. SECTIONS: ACCESS Co -Chair Rosen stated that with regard to the issue of requiring a two days written notice prior to entering a unit. EPOA is asking when does the two days start if the notice is mailed? Does it start after it is mailed or two days after it is written? HUMAN RELATIONS COINt.S4ISSION N41NUTES October 24, 2001 Page 8 of 12 Property Owner/Landlord (Dan Schermerhorn)' The gentleman stated that this notice is becoming harder and harder when his agency is deating with contractors who are not working at a slow but fast pace especially when contact is made by cell phones or beepers; proposals are agreed to over the cell phone and faxed over; and contractors bringing agreements in the evening and performing the job a day and a half later. This a rule that would be extremely hard to realistically expect to happen in two days. He suggested that a one day notice (24 hours) is reasonable; most people have answering machines and for those who do not they would receive a written notice. Ms. Haynes stated that the issue does not include entering a unit if there is an emergency and it would seem that there is some planning when repairs are going to be made. The gentleman stated that often times a contractor will call and say a job was cancelled for the following day and wants to know if the landlord wants him to makes repair in an apartment that day. If the landlord tells the contractor "no" because he has to give the tenant two days written notice, the job has to be re -scheduled for the contractor's next available opening. Commissioner Grossinger stated that the existing rule of a two days notice is not an issue for him and his assumption is that the things most landlords want to do, the tenant wants as well. He stand that with regard to written notice, legally it is when the document is put in the mail. Given what is going on with the Post Office checking pieces of mail these days, it could take four days before the tenant receive notice and they have to allow the contractor entry. He stated that however this issue is addressed, "written" has to be written differently; it has to either say delivered or it has to be just two days notice and the written part dropped. Currently this Section is too vague and it probably hurts the tenant more than it hula the landlord. It was also established that a notice may be placed under the tenant's door, the two days notice may be waived if the landlord calls the tenant and agrees to allow a contractor access to their unit to make repairs, paint, etc. Commissioner Hurwich stated that she is a renter, she has listened to the landlords and their problems but she would like to address hers. She stated that having a landlord decide that they want to enter her apartment at 9:00 p.m. to make it repair that should have bee done two weeks ago is not notice to her. She stated that what is germane regarding this issue is notice and acknowledgment of it. Tenant: Tie lady stated that it is unfortunate that all of the landlords in Evanston did not attend this meeting but what she Is hearing from the landlords who are present is that they will not abuse the Access notice. She stated that she has experienced landlords knocking on her door with a group of workers behind them to make repairs. A two days written notice is preferred because it protects the tenant as well as the landlord; if the tenant has to plan then the landlord should plan and she is not open to receiving notice by phone. Ms. Haynes sated that the next Access issue relates to the keys. Site stated that it was never the intent of this amendment to give tenants the authority or right to change locks. Staff has found that many tenants change locks but fail to give keys to landlords. This amerrdmem was put in place to protect landlords; perhaps it was poorly worded but it will be worked on. If the tenant change the locks the landlord need to have a mechanism in place to address this as well as the City who could cite the tenant. At this jam mm of the meeting (8.45 pm.), Chair Dickerson stated that the HC members had to excuse themselves to take care of their own busiom and hoped that their input had been helpful. Co -Chair Rosen resumed the discussion relative to the EPOA's letter. SECTION 6: 53-5-2: DISCLOSURE Commissioner Stein stated that EPOA's position regarding this matter seems reasonable to him if the property owner has designated someone to be administratively responsible in lieu of themselves. Commissioner Midderhoff stated that the only issue she saw with the proposed amendments is the word "and" which separates items I and 2; she would prefer the word "c e" be used between the items. Commissioner Stein stated that without knowing, he suspects that some tenants feel they might embarrass some owners who might otherwise hide behind the popular Chicago area device called the "Land Trust". SECTION 7: 5-3-6-3 SUBLEASES: MUTUAL DUTY TO SUBLET DWELLING UNIT: Ms. Haynes stated that the original Ordinance does not provide an opportunity for a tenant to sublet their apartment if there is a need to do so. The purpose of the proposed amendment is to provide an opportunity for tenants to sublease without having to pay an increase HUMAN RELATIONS COMMISSION MINUTES October 24.2001 Page 9 of 12 in rent. She stated that perhaps this Section should be broken into tµo parts; one that addresses subleasing and the other re-lening. There is no intention of keeping a landlord from re -letting a unit if a tenant moves in the middle of a lease and that they (landlord) would be encumbered for the remaining six months and sometimes at a rate much higher than %hat was agreed to. She stated that staff is proposing to re -work the language that addresses subleming- subktzing and re -letting, which should address the issues that were raised by EPOA. SECTION 9: 5-3-&3: NOTICE OF REFUSAL TO RENEW RENTAL AGREEMENT Ms. Haynes stated that the purpose of the proposed amendment is to level the playing ground for both parties. If the tenant is not going to renew the lease agreement they must inform the landlord 30 days prior to the termination of lease. She stated that staff has disc used and likes the idea of a 60 days notice because it gives tenanu more time to find a place to live and it gives landlords an extra 30 days to redecorate or re -let the property. Property Owtrcr/Landlord(Asbraf Maaji): The gentleman added what happens if a tenant does not let the landlord know if they are not going to renew the lease? Ms. Haynes stated that under the plan that staff is proposing with the AAP, the tenant would be in violation of the Ordinance. She stated that the landlord should call staff and notify them of such, the tenant will be cited and it would be up to the Adjudicator to determine the penalty. The gentleman asked what if the landlord contacts the tenant and the taunt says they arc uncertain as to whether they will be renewing their tease agreement or, what if the tenant is out of The stale or country and the landlord is unable to contact the tenant? Currently if the landlord has not bard from the tenant it is assumed they are not interested in renewing and the landlord can proceed with advertising. However, according to what staff Is now proposing, the Landlord's bands would be tier!; If it goes before the Adjudicator the landlord does not know when and bow that will happen and what would the status of the unit be in the meantime? Mr. Molinary stated that the landlord has a right to offer or not offer a renewed lease. Whatever the landlord decides they have to do it within the 60 days that are allowed. Property Owner/i.aadlord(Dan Scbermerborn): The gentleman stated that his notices are 45 days and if the rule changes from 30 to 60 days notice, the landlord would go from a practice of having the security deposit being one month's rent to two months. With the 30 days notice the landlord has a chance of getting the second to last month's rent Ir the landlord has to give the tenant a 60 days notice but does not do so until the 611 day, the Landlord will not receive the Last mouth's rent or the second to the last month's rent. This will encourage all landlords or management companies to say this is bow they will get hit at the end of the Lease maxi they will demand that the security deposit is twice the amount of the rent. He stated that landlords prepare Lease renewals and send them to the tenant slating tbat it has to be returned on a certain date. If the tenant complies they have a lease or if the tenant phone the landlord and say they are not renewing the kase that is very helpful to the Landlord but, if the tenant does not contact the landlord, then the tenant bas to move. Mr. Schermerborn stated that by changing this Section of the Ordinance from 30 to 60, staff is getting Evanston away from the State norm and there are quite a few decisions that have been made or to be made in Evanston that are decided at the State level; there has been a lot of decisions going Into rules and he does not understand why the CIty of Evanston has to make special changes. Ms. Haynes stated that the 60 days notice was suggested by one of the Alderman at the Public Hearing on November 20, 2000. The Property Owners/Landlords who were present stated that they would prefer a 45 day notice rather than the 60 days. Property Owner/La adlord(Schermerhorn): The gentleman stated that if the lease has a beginning and ending date, it is assumed that the tenant will leave on the ending date and the only way the tenant can remain In the unit the day after the ending date h to sign a new lease. According to State Law the ending date is the tenant's Last day In the unit and they have to trove out. Ms. Haynes stated that the Ordinance says when there is no written lease the tenancy is month -to -month Commissioner Stein asked if the Ordinance does not include the requirement that a tenant give 30 days notice and it also requires a written lease with a beginning and ending date would this solve the problem? He stated that sometimes tenants do not bother to tell the landlord whether or not they are going to renew the lease even though one has been prepared. Ms. Haynes stated there is a Section of the Ordinance that addresses holdover if a tenant does not move when the lease ends. SECTION 10: S-3.9-2: PATTERN OF PRACTICE HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page 10 of 12 Co -Chair Rosen stated that the last item to be discussed was the issue of changing the term from Pattern "of' Practice to Pattern "or" Practice. Ms. Haynes stated that this amendment was suggested by the Law Department. She stated that staff will take EPOA's issues and concern into consideration. She stated that as soon as the re -drafted amendments are prepared staff will send them to the respective Commissions and then schedule separate meetings for landlords and tenants to review the re -draft. She stated that it is still the Commission's desire to enforce these amendments through the AA. She used a chart to demonstrate how the AA would operate. Staff responded to questiorWcomments from the audience regarding this process. Terunt: The lady stated that with regard to the mediation process that b included In the AA, she is a trataed mediator and it has berg tier experience that mediation does not work when there is a strong power Imbalance or when one party feels disductively disadvantaged. She stated that the tenants do not have expertise In the Ordinance the way property owners do aced they mutt fed unable to represent their own interest in a mediation. Ms. Haynes stated that if the mediator is knowledgeable it helps level the playing field and there are various ways of addressing Issues. Alderman Rainey stated that it was basically tenants who prepared this Ordinance and landlords felt very intimidated by the entire ixr ciess, She stated that tenants have an obligation to know what their rights are and all the landlord is seeking is a good responsible rent -paying tenant Property Owner/[andlord(Albert Bowen): The gentleaaan asked If the City cites and fine a tenant how will they collect? Ms. Haynes stated that currently there is an Ordinance before the City Council that will allow the City to prevent people who do not pay their fines from getting vehicle stickers, drivers license, etc. She stated that the landlord or tenant has a right to the adjudication process if there is a violation by either party. If the tenant fails to pay the landlord, the tenant may be ticketed through the AA b- if the tenant still does not pay the money owed, the landlord will still have to go through the court. Co -Chair Nehal stated that a. iswt could be mediated which does not happen in court and this could be the ultimate power of the AA and monies may be recovered duough mediation. Ms. Chavers asked how will tenants be notified regarding the re-timfled amendments? Ms. Haynes stated that staff will notify commtmity-based groups/organizations. those tenants who are in the department's data base and staff will place an announcement in the newspapers. She stated that the projected time for the landlord and tenant sessions could take place around December V or sometime in January sometime after the holiday. The Commissioners and staff thanked the visitors for attending the meeting. Co4Mair Rosen resumed the Commission meeting at (9:20 p.m.) with the next item on the agenda. V. APPROVAL OF MINUTES — SEPTEMBER 25, 2001 Commissioner Slavis moved to approved the minutes of September 25, 2001. Commissioner Middethoff seconded the motion. The mime were unanimously approved as submitted. Commissioner Midderhoff contacted staff prior to the meeting regarding a couple of typographical errors which will be reflected in the approved minutes. VL INFORMATION ITEMS A. Nominating Committee Report Co4Mair Raaen requested that Commissioners Midderhoff and Slavis present the slate for officer which will take place on November 2r Commissioner Slavis stated that after great deliberation and communication with all of the Commissioners, there were no nominations for Chair or Vice -Chair and they submitted the two nominations for Co -Chain, Commissioners Rosen and Nehal. '[here were no other nominations from the floor, however nominations from the Floor will be considered at the November 26• meeting. B. Committee Appointments Co -Chair Rosen stated that at the October meeting, the Commission approved the changes to the By -Laws, i.e., the Committees. She appointed a chair person for each one of the Committees to get them started and stated that they do not have to prewn a report at every meeting but they should meet at least once between the regular meetings. Fallowing are the Committees and their appointed members: HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page I 1 of 12 The Education Committee Vice -Chair Hagemann (Chair) Commissioner Stein Commissioner Midderhoirt The Community issues Committee (a new committee). Co -Chair Rosen Commissioner Slavis(Chair Commissioner Cervantes The Housine Committee Co -Chair Nehal Commissioner Kirwan (Chair) Commissioner Agee (newly appointed) Commissioner Midderhoff asked is it fair to assume as it is with most parliamentary procedures, that the majority of the work will be done in the Committee meetings and and recommendations will be reported to the full body at the regular meetings. Co -Chair Rosen responded -yet". ViL COMMUNICATION AND ARTICLES A. Executive Director's Report Commissioner Stein referred to page 3 of the Executive Director's Report than addresses Source of Income. He asked what did she mean by the term "decentralization"? Ms. Haynes stated that there is a concentration of Section 8 housing in two areas of Evanston. One is in the area where this meeting took place and the other is on the west side of Evanston. Having concentrations create geographic de=Wization. It is uncertain why these concentrations exists. Is it based on raw, familial status or because tenants hold Section 8 Certificates? She stated that by incorporating Source of Income it eliminates one mono possibility of why those concentrations exist,. Commissioner NdW asked if Source of Income is being used any place else. Ms. Haynes stated that it is used by Cook County. She stated that the time has come for the Commission to make some type of decision with regards to incorporating it into the RLTO. Co -Chair Rosen requested that the Housing Committee begin discussing Source of Income and report their recommendations to the full Commission. Commissioner Stein referred to page 4 of the Executive Director's Report, i.e., the Community -Wide Job Fair, on Thursday, October 25". Staff informed Commissioner Stein that this job fair is going to take place at ET HS who are also sponsoring it along with the Chamber of Commerce, Youth Organization Umbrella (Y.O.U.), The Human Relations Commission and some other agencies. 'ibis job fair ha, no association with the City's Summer Youth Employment Program. VUL UNFINISHED BUSINESS Commissioner Midderhoff stated that since the Committee structures are in place and the Commissioners were invited by the Fourth of July Committee to attend their meeting in January, will someone be appointed to attend that meeting? Ms. Haynes stated that she has assigned Mr. Molinary to attend that meeting but the Co -Chairs could also send a Commissioner. Commissioner Midderhoff volunteered to attend that meeting. Ms. Haynes stated that at the September Commission meeting, Commissioner Stein asked staff to talk to the Law Department to obtain verification of the Election Process than takes place if it becomes necessary for the Commission to hear a Complaint. She asked Commissioner Stems if he wanted the information in writing and he said "no". At the October meeting Ms. Haynes once again sham with Commissioner Stein the Law Department's position and reiterated her willingness to get it in writing. Again Commissioner Stein stated he did not want the opinion in. writing. However, one week Later, she received a call from one of the Attorneys in the Law Department slating that Commissioner Stein had visited that department and she shared the Election Process once again with him. The attorney with whom Commissioner Stein talked to, informed him that she works through the HRC staff and that she was going to write a memo and give it to Ms. Haynes to use at her discretion. Ms. Haynes provided copies of that memo to the Commissioners and for the record, reiterated the Election Process as; "Once the Executive Director has signed a charge of discrimination, the Complainant. Respondent and Commissioners receives a copy of it. Thee is a twenty day waiting period by which an election is made, and whomever (Complainant, Respondent or the Commission) contacts her first, elects the venue in which the complaint is heard". As the memo indicates, there is no way an individual can force the Commission to hear the complaint. She stated that if any of the Commissioners have issues or concerns they should contact her and she will provide the information that is being requested. Commissioner Stein proceeded to discuss the language contained in the attorney's memo and stated that Ms. Haynes' description of the process was not consistent with the artorney's. Co-Ch Nehal stated that Ms. Haynes has repeatedly detailed the process for several months and the issue will no longer be discussed. HUMAN RELATIONS COMMISSION MINUTES October 24, 2001 Page 12 of 12 Commissioner Cervantes stated that the election process was discussed sometime ago but he he recalls the Commission discussing and saying that it is probably inappropriate for them to ever select w hear a case if the other two parties do not choose to, because the Commission would be forcing themselves upon the individuals. He stated that even though the election can be made by anyone, it would seen to be appropriate if the decision was made by either one of the aggrieved parties. The Commission can elect to do it, but in his opinion, they should not. Ms. Haynes stated in her Executive Director's Report she talked about the Planning Commission's work in the Fifth Ward and several issues that are quality of or human relations issues are being raised The plan is to put together an internal team of people to address some of those needs and the HRC would certainly be involved in these discussions. She provided copies of issues discussed at some of the meetings as a means of information. Ms. Haynes gave the Commissioners an update on the public service campaign. ECMC is going to prepare the Public Service Announcement (PSA); a designer has volunteered her time without cost; NU has agreed to print the posters and flyers and possibly decals to place in the windows of homes. Production of the PSA is ready to begin but faces arc needed for the campaign. She asked Commissioners to give her a call if they know anyone who would like to be in the PSA. Filming of the PSA will take place in the studio located on Hartrey and Dempster. The message boards are still being worked on and the Fire Department will be involved in this effort. She stated that she thinks the multi -faceted campaign will be well received and broad enough to air nationally NEW BUSINESS Co.Chair Rosen stated that the Pancake Breakfast will take place on . Saturday, November 3" from 7:00 am. to 1.00 pm. The tickets are $5.00 each. In the past the Commissioners have met for breakfast at 9:00 p.m. The proceeds from the breakfast are donated to the HRC for a holiday fund. Toys and other items are purchased for families within the community who are unable to provide gifts for their children. Ms. Haynes stated that this year staff will be sending letters to all of the faith based organizations in town, askir them to submit the names of two families who they feel would benefit from the holiday fund. They will be asked to identify th family's needs, i.e., toys, food, etc. Commissioner Slavis suggested that staff' contact the homeless shelters because they might know of some families to nominate. Ms. Haynes stated that she will consider contacting the battered women shelter. Commissioner Midderhoff stated that with the new Committee suucture and also in the interest of time, she would like to see some time frames placed on the discussion of agenda items. Often time discussions deter from the actual subject and without a clear defmitive ending time, meetings run as long as 10:00 to 11:00 p.m. She asked that the Co -Chairs take her comments into consideration. Ms. Cbavers thanked the HRC for moving forward on the Source of Income as a protected class. She informed Co -Chair Nehal that in response to his question "were there other communities..."?, she responded "ycs" and this issue has been on the Commission's agendt for a long time. She stated that she wanted to applaud the Commission for moving forward. Ms. Chavers stated that she is employed with the Evanston Neighborhood Conference and is a member of the North Suburban Committee and the item has also been on their agenda. Over the last year and a half, they found some intimate statistics while working with HUD and the Housing Authority of Cook County (HACC). There is a forty percent remm rate of vouchers in the Housing Choice Voucher Program which is a critical program that house low-income people within this community and the number continues to go down. She stated that those families are being threatened in terms of the increasing condominium conversions that arc taking place at the luxury level without any replacement programs for Iower income rental. Opportunities for that de -concentration geographically are very much in our present time, even with the changing shift in the housing pattern. She stated that while the Commission is addressing Source of Income, she asked if they would also look at Inclusionary Zoning, another mechanism that communities arc looking at? Co -Chair Rosen stated that on Wednesday. November 21' and for the third or fourth year, an Interfaith Thanksgiving Service will take place. There being no further business, Co -Chair Rosen adjourned the meeting without any objections at 9:55 p.m. Respectfully submitted;+ c i r�6 �� (Lg , Secretary Date: /,,� v EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, November 28, 2001 7:00 P.M. - Room 2402 1J APPROVED COMMISSIONERS PRESENT: Jason Nehal-Chair. Mavis Hagemann-Vice Chair, Leo Kirwan, Leonard Stein, Nattry Bailey, Hallie Rosen, Bang Slavis, and Anthony Agee COMMISSIONERIS) EXCUSED: Michael Cervantes STAFF PRESENT: Paula A. Haynes -Executive Diredor, Dorothy Thrower -Secretary and MichaelRedmond-SYEP Coordinator GUESTSIVISITORS: Stephanie Pfeffer -Graduate Student at Medill, NU Co -Chair Nehal tailed the meeting to order at 7:03 pm. L DECLARATION OF QUORUM A quorum was declared. IL WELCOME NEW COMMISSIONER Co -Chair Nehal welcomed newly appointed Commissioner, Anthony Agee. Commissioner Agee stated that he has two children; his professional background involves law and criminal justice. He worked in administrative and managerial capacities for the State of Illinois Department of Corrections for twenty-six years and plans on retiring in three. For the last two years he has served on the Illinois Prison Review Board. He is involved with various activities in the Evanston community and a member of the Second Baptist Church. Commissioner Agee stated that he was interested in serving on the Commission in the hopes that it will afford him an opportunity to learn of the diffemt types of avenues that relate to human relations efforts and hopefully his skills will benefit the community and the Commission. The Commissimters introduced themselves and briefly stated why they became volunteers. Co -Chair Nehal informed Commissioner Agee that he has been assigned to the Housing Committee IIL INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comments Stephanie Pfeffer is a graduate student at Medill, NU. She has been covering race relations in Evanston for the past six to eight weeks. ILL. APPROVAL OF MINUTES — October 24, 2001 Co -Chair Nehal asked if there were any connections to the October 24, 2001 minutes regarding content? Commissioner Mkkkxhoff stated d%m on Page 3, last paragraph, i.e., her comments: "Commissioner Midderhoff stated that with regard to allowing tenants six months to pay keenest ....", change the word interest to "security deposit". There were no additional content changes. Vice -Chair Hagemaaa moved to approval the minutes of October 24, 2001. Commissioner Midderhoff seconded the motion. The minutes were unanimously approved with the noted cotmtion. IV. ACTION ITEMS Co -Chair Nehal asked the Nominating Committee if there were any dhanges to the nominations made or any updates that the Commissioners should be made informed of? Commissioner Slavis stated that Hallie Rosen removed herself from consideration as a Co -Chair and Jason Nehal was the only nomination made for Chair. He stated there were no other nominations for Vice -Chair. Co - Chair Nehal asked if anyone wanted to make nominations from floor or ifanyone wanted to volunteer to nominate themselves for either of the positions? There were none. Vice -Chair Hagcnann stated that she was withdrawing herself from this position becattse she has HUMAN RELATIONS COMMISSION MINUTES November 28.2001 Page 2 of 6 taken on another responsibility and is not sure whether she will be able to attend every Human Relations Commission meeting. Since no one else volunteered to serve as Vice -Chair, Commissioner Hagemann agreed to continue in the position until a new Vice -Chair is elected. Commissioner Stein moved to close the nominations. The motion was seconded by Commissioner Kirwan and unanimously approved. Co -Chair Nehal was proclaimed the new Chair and Vice -Chair Hagemann will remain in her current position. Chair Nehal thanked Commissioner Rosen for her time and efforts that she gave to the Commission as Co -Chair. V. DISCUSSION ITEMS A. Enabling Ordinance Chair Nehal stated that Ms. Haynes provided him with a letter that the Department received a few hours prior to this meeting from Betty Ester. He read Ms. Ester's letter aloud and afterwards stated that she clearly articulated that when she attended the May and June 20DI meetings, she felt the Commission was ineffective because they failed to thoroughly discuss the agenda issues and address a complaint that Peggy Tarr presented to them regarding an Alderman that was race related. Chair Nehal stated that the Commission has spent a great deal of time trying to determine what their role is and if it has an oversight role over the Human Relations staff or their programs. Legally it is against the law for volunteer citizens to supervise or evaluate civil service employees. He stated that when he and Commissioner Rosen became Co -Chairs they wanted the Commission to look forward rather than back at what has been done and to try to become more pro -active and active regarding community issues; too much time is spent talking in circles; issues are approached but action H not taken when it is necessary. The Three Standing Committees (Education, Housing and Community Issues) are appropriate means for looking at and acting on matters, specifically by attending meetings and functions that are appropriate for each Committee. The Committee can work in terms of assisting the City in approaching issues, i.e., working with the Aldermen, lobbying or examining ideas for intervention that staff organizations may present. Chair Nehal stated that the Commission needs to be more visible in the community. Chair Nehal called for discussion. Commissioner Slavis stated that he thinks it is important for the community to see that the Commission is doing something however, it is also important that the members carve out a meaningful role for themselves so that the meetings do not become an onerous chore each month. He agreed that it is not the Commission's role to oversee staff. The role of the Commission is to develop activities that it and the community can be proud of. Commissioner Stein stated that By-laws were adopted by the Commission which includes a clause stating they are responsible for evaluating the Executive Director and he wonders where they got the notion that they had this power. There is also the misapprehension that the Commission has budget responsibilities but this is not addressed in any of the ordinances. He stated that since he has been on the Commission, members have been asked twice to exercise judgement on the Executive Director's commission, via the City budget officials and at least one Alderman. Commissioner Stein stated that he is not surprised that Ms. Ester's letter expressed concern and disappoint with the Commission. Ms. Ester presented an issue at one of the meetings she attended to the Commission regarding the mistreatment of some students at ETHS however, there is an elected board of education to run the schools. He finds it puzzling that any citizen would think this Commission has some authority that supercedes two boards of education. Nonetheless, the Enabling Ordinance does contain language that would lead one to believe that the Commission has such powers which in fact it does not. Commissioner Stein reminded Chair Nepal that some months ago he and former Co -Chair Rossi provided the Commissioners with a list of specific proposals for activities that were never discussed. He stated that the Commission lacks responsibility for fulfilling anything including the six functions outlined in the Enabling Ordinance. Commissioner Midderhoff applauded Chair Nehal for placing this matter on the agenda for discussion because so much time had been spent on housing and outer matters and she joined the Commission primarily to help foster and improve human relations, with specific interns in education. She also commended the Executive Committee for adjusting the committee structure. Commissioner Midderhoff stated that she would like to know how the committee members will receive issues/concerns and how will they participate or act on them. Chair Nehal stated that staff usually informs the Commissioners of any issucs/concems they should be aware. He stated that one of the planks in the plan that he and Commissioner Rosen prepared (Commissioner Stein referred to in his previous comments), involved creating and placement of some structures to have in place in as issues occur. Commissioner Midderhoff stated that she thought h Ester's suggestion of having members of Commissions/Commitice]Boards participate in other activities/meetings is appropriate. Chair Nehal stated that he thinks it is going to be important for the Commission to take a look at the By -Laws and determine how they can be changed to address the comments that have been expressed. He stated that as Commissioner Stein previously stated, the HUMAN RELATIONS COMMISSION ,MINUTES November 29, 2001 Page 3 of 6 Commission needs to take some time to discuss the duties and functions of each Committee. Commissioner Rosen stated that based on the Committee structure perhaps some ideas can be garnered from them through discussion. Each Committee could be assigned an item to brainstorm. Commissioner Stein stated that he disagreed with Commissioner Rosen because, by using Committees in the manner which she suggests, simply puts off real problems. He suaW that the Commissioners should discuss the six functions outlined in the Enabling Ordinance at alternate meetings, using the round robin procedure that he proposed when Hollis Settles was Chair in 2001, but the Commissioners voted against it. Commissioner Slavis stated that he thought Commissioner Rosen's suggestion of the Committees taking the lead was a good idea. Commissioner Rosen stated that the Committees would bring back their ideaslrecommendations to the larger body for discussion. Ms. Haynes reminded the Commissioners that it is important for them to get their fingers on the pulse of the community in order to know what issues need to be addressed and sitting in Committees will not allow them to do so. She stated that discussions have taken place at the meetings which proves Commission activities are staff driven becwse people report sauces to them that are presented to the Commission. Ms_ Haynes stated that the Committee members have to be visible in the community and may have to extend themselves by attending meetings other than the monthly Commission meetings. She stated that at the upcoming City Council Meeting there is a proposed request that the Sixth Annual Chicago Classic be played at Ryan Field in Evanston on August 3l, 2002. The Chicago Classic is a football game between two Black colleges that has been played at Soldier Field in Chicago for the past several years however, Soldier Field may be under construction at that time. Ms. Haynes stated that some issues may develop that the Commission might want to get involved in. She stated that Commissioner Stein is correct in stating that the Commission has no legal authority over the school district but that does not prohibit them from forming an opinion or addressing issues. Commissioner Rosen suggested that the Commissioners and staff keep each other informed of things that are taking place in the community which are appropriate for then to attend. She stated that because she has small children in elementary schools she was able to share with Vice -Chair Hagemann information about District 65 that was taking place. Commissioner Agee asked if the Commission will begin performing their responsibilities within the community after this meeting? Chair Nehal stated that a concerted effort will be made by the Commission to readjust their course in order to be more prospective but, the Commission will have to continuously develop its direction during its existence and, a more conscientious and concerted effort will be made to keep its focus. Commissioner Kirwan stated that one of the most obvious initial steps for the Commissioners is to start wearing their name tags when they attend community functions/meetings. Chair Nehal stated that the Commissioners also have to know when it is appropriate for them to represent themselves at meetings they attend. Ms. Haynes stated that at the beginning of the year, staff provided the Commissioners with a calendar that lists every Board or Commission meeting related to city government for informational purposes. She requested that the Commissionm consider having a reception and invite the leaders of the various Boards/Commissions, individuals from social service agencies, etc., to find out what they do and to form some type of partnerships. Vice -Chair Hagemann stated that the Education Committee met and fell they wanted to conduct some research regarding the desegregation of Evanston's schools. She recently attended a meeting where the Superintendent of schools was giving a speech on education and mentioned that there is a committee looking into desegregation. Vice -Chair Hagemann met with him after this meeting and he invited the Education Committee members to talk with the person who is heading up the research. She offered the Commission's services towards this effort. Commissioner Agee asked if the Commissioners arc being instructed to reach to the community and report things they feel the Commission be made aware or Chair Nehal responded that will be determined by issues the Committees decide they should get involved in. Ms. Haynes stated that she feels it is appropriate for Commissioner Agee or any of the Commissiown to reach out to individuals outside of their Committee structure. If an issue does not rot within an assigned Commissioner's Committer it can be assigned to the appropriate one. HUMAN RELATIONS COMMISSION ;MINUTES November 28, 2001 Page a of 6 Commissioner Agee stated that he %kas still confused as to what is expected of him or the other Commissioners regarding their mponsibililies in responding to or bringing issues before the full body. Chair Nehal stated that each Committee has a specific purview and when they meet they will discuss what they are going to do or what meetings they attended: what comes out of those meetings is reported to the full body. However, the Commissioners do not have to define themselves purely by the Committee that they are assigned. but as members of the community they should be visible as Commissioners whenever it is appropriate and may present any issue(s) they feel needs responding to or acted on before the full body. Commissioner Slavis stated that of all the meetings he has attended, this has been the most exciting one for him because the discussion has shaped the function of what the Commission should be doing. He thinks they should attend andlor get on other agency meeting agendas, make presentations and let people know who they are and what their role is as Commissioners. At this point in the meeting Chair Nehal recessed the meeting for a ten minute break. B. Summer Youth Employment Program (SYEP) Ms. Haynes stated that she provided an eight page history of the SYEP from its inception to the present t, me. She is scheduled to meet with the City Manager for a budget meeting on Thursday, November 29'. The City Manager is meeting one on one with each department head to advise them of programs he will be eliminating from the Fiscal Year 2002/2003 budget. Currently the City faces a 3 to 5 million dollar deficit for the upcoming year. She expects to hear him tell her that the SYEP will be eliminated. She stated that she is very unhappy about this because it will have an adverse impact, particularly in the Black communities since the majority of the yotub that are employed with the program are those of color which includes a few Hispanic youth. The SYEP serves primarily 14 and 15 year old youth because they are the ones that have the most difficulty finding jots due to the child labor laws and the employers obtaining worst permits. Commissioner Hagemann stated that she finds the elimination of the program ironic since it cmte about due to a recession and now it is going to be eliminated due to the recession. Ms. Haynes stated that this year's budget for the SYEP is Two Hundred and Thirty -Six Thousand Dollars (S236,000.00) and will remain the same for the year 2003. She stated that she has reduced the 2003 budget to approximately One hundred and Ninety -One Thousand Dollars ($191,000.00), in an attempt to save monies for community cheap -up. M- Haynes stated that since the SYEP has been in place, there have been fewer incidents and gang activity with youth in the summer comparison to when the program did not exist. The majority of the youth who participate in the program are from the Fifth and Eighth wards. The Commissioners discussed action they could take to keep the program from being eliminated. As a result of their discussion it was decided that those Commissioners who are able will attend the workshops that take place every Saturday beginning in January 2002; prepare to meet individually with their Alderman and key Aldermen from whose wards the majority of the youth are employed; prepare a document that will be sent to all of the Aldermen informing them that the Commission is interested in the continuation of the SYEP; and, the social workers of the schools who make referrals (specifically District 65 who refer the majority of the 14 year old participants). Ms. Haynes stated that she has talked with Amy Harris who is the Director of the Youth Job Center (YJC) and was told that they do not place 14 and 15 year old youths in job. Ms. Harris stated that YJC is trying to get funding to develop a tutoring program for 14 and 15 year old youths so that they can tutor younger children. Ms. Haynes stated that the 14 and IS year old youth are the population that is under served therefore, it is important that efforts are made to make sure they are employed. Commissioner Slavis moved that staffdevelop a list of key informants that Commissioners can contact to drum un sunporr for the SYEP. Commissioner Kirwan amended the motion to Include! Once the list is compiled, it should be when to the Commissioners as soon at possible and depending on the size of the list, it needs to be divided up so that each Commissioner will call the same people. Before phone calls are made, a letter will be sent to each person on the list inform ine them that they will receive calls from the Commissioners letting them know that their support is needed in order for the program to continue and in w-hat manner they can show their support. Commissioner Stein seconded the motion. There were no obiectlons to the motion. It was atso agreed that the Commissioners will attempt to meet individually with some of the key people on the list and as opposed to making phone calls, they will request a meeting with the Aldermen. The letter will be signed by the Chair and Vice -Chair. C. Committee Reports Education Committee Vice -Chair Hagemann reported that the Education Committee met and realized that the Desegregation Plan from 1967 has not been evaluated. Commissioner Midderhoff volunteered to research the impact of mixing children from dit%rent economic neighborhoods. As she stated earlier, the School District has determined that they need to conduct an evaluation of the Desegregation Plan and the 60/40 Guidelines. HUMAN RELATIONS COMMISSION MEN UTES November 28, 2001 Page S of 6 Ms. Haynes stated that in Februan 1995. the Commission facilitated a dialogue between members of the school board and the African American community regarding the 60/40 Plan. She requested that Ms. Thrower retrieve those minutes for the Education Committee to review. Community Issues Committee Commissioner Slavis reported that the Community Issues Committee met and decided to invite the Human Services Committee to a Human Relations Commission meeting to see how the two are related. Ms. Haynes informed the Committee members that she would like to talk with them regarding their discussion because the Human Services Committee is one of the Standing Committees that Human Relations responds to. Commissioner Rosen stated that as a resuh of that meeting, Ms. Haynes' suggestion of inviting community organizations, other Boards/Commission./Committees to meet with this Commission will give everyone an opportunity to learn about each other. The Community Issues Committee's lack of knowledge regarding things they should be involved in became clears dwir meeting and tiers is a need to learn more about what is going on in the community. Nourtng Committee Chair Nehal stated that the Housing Committee did not meet primarily because he preferred to wait until Commissioner Agee was seated. He was unable to meet or communicate with Cornmissioaer Kinvin. However, the Homing Commission will address inclusionary zoning and adding language to the protected class list which would include source of income as a protected class. The Housing Committee will continue to press for the amendments to the Residential Landlord and Tenant Ordinance (RLTO) with the primary goal of making Administrative Adjudication the first step in enforcing the Ordinance. VI. INFORMATION ]ITEMS A. Executive Committee 1. Holiday Party Ms. Haynes stated that historically the Commission does not meet in December and for the past three years she has hosted a holiday i party/dinner in her home but since it is not accessible. Commissioner Kirwan has been unable to attend. Lau year Pat Hughes from Natural Ties visited her home to see if a temporary ramp could be placed on the front stairs but they were: too steep. Ms. Thrower has been attempting to find a restaurant that has a private dining area but she has been unsuccessful. Commissioner Kirwan stated that he was certain the holiday gathering could take place at Over The Rainbow, the apartment building where he lives. The private area that is available has a refrigerator and a stove if they are needed. Commissioner Stein requested that Commissioner Kirwan act as chairman of the committee to make the final preparations for the holiday party. Commissioner Midderhofi' and Chair Nehal volunteered to work with Commissioner Kievan in putting the party together. It was decided that the party will take place at Over The Rainbow on Sunday, December 16" at 6:00 p.m. VII. COMMUNICATION A. Executive Director's Report Chair Nehal informed the Commissioners that they w111 no longer receive the Executive Director's Reports on any basis; they will now go directly to the City Manager who is Ms. Haynes' supervisor and is responsible for oversight of the activities for the Human Relations staff. Commissioner Stein questioned and attempted to debate the action but the Executive Committee and the other Commissioners voiced their support and felt the action was appropriate. Commissioner Agee wanted to know if the "back washing" was necessary and has the Commission ever been sued or if cf forts have been made by anyone to sue their? He stated that when he volunteered to become a Commissioner it was his understanding that his efforts would be used to pursue, exercise and work for the community; his responsibilities did not include overseeing staff. He stated that as a public servant for the state of Illinois, this community and a neophyte, this concerns him greatly and there is the possibility that the Commission could have some type of legal action brought against them. Chair Nehal stated that his primary concern is that a great deal of time has been spent discussing issues that do not concern the mission or the goal of the Commission. Everything that is included in the Executive Director's Report is staffs day to day operation and does not fall under the purview of the Commission. Commissioner Kirwan stated that it seems to him that any information that the Executive Director provided the Commission would only promote critique and as such, the Commissioners have not focused on their duties. Chair Nchal stated there was no activity taking place because the Commission was Iooking back at things that happed in a previous month and they should have been looking forward to things they could be doing. HUMAN RELATIONS CO.NIMISSION MIN TES November 28, 200I Page 6 of 6 VIII. UNFINISHED BUSINESS Commissioner Midderhoff stated that she volunteered to anew the Fourth of July meeting that is suppose to take place in January, 2002 according to members of the Fourth of July Association and wondered who is going to attend? Ms. Haynes stated that she has already identified Mr. Molinary as the staff person who will attend that meeting. IX. OLD BUSINESS Commissioner Rosen stated that approximately one and one-half years ago, the Commission and the Jewish Reconstruction Congregation organized a program called Talking About Prejudice Amongst Us (TAPAS). TAPAS was comprised of a diverse group of individuals within the community who met. ate dinner together at throe meetings and discussed different issues that were led by a facilitator. The target date to start the program is January 27, 2002. She asked the Commissioners and staff to participate in the group meetings and requested that names of interested person be submitted to her. Ms. Haynes thanked everyone who contributed and'or attended the Pancake Breakfast on November 3" that the American Legion has sponsored for the past fourteen years. She stated that Mr. Redmond sold three hundred dollars ($300.00) in tickets for that effort and it appears the Commission will receive twenty-five hundred dollars (52.500.00) from the American Legion again this year for its holiday fund. Ms. Haynes stated that another business called to inform the dgmru=t that they were going to forego their holiday party this year because of the tragedy that took place in New York on September I I ". and they would like to donate the money to the Commission. X. NEW BUSINESS Commissioner Midderhoff asked the Housing Committee members if they were swam of the new condo structure that is being erected on Davis Street and if so will they be involved in the planning and other activities regarding its construction? She thought some of the changes they are making are very interesting. Commissioner Slavis who is the Chair of the Housing Committed stated that they are unaware of anything taking place at the project. Commissioner Agee asked if the Commission has ever hosted or woriced in conjunction with the community in the efforts of eliminati crbndsnw gang activity? Ms. Haynes responded that the Commission developed two public service announcements regarding gangs a few years ago and one of those PSAs won an award Site stated that this type of effort would be appropriate for the Community Issues Committee. X. ADJOURNMENT Commissioner Kirwan moved to adjourn the meeting at 9:50 pm. objections to adjourning the meeting. Respectfully submitted by: r XG r.-r Dorothy Thrower, 5eaetary Commissioner Midderhoff seconded the motion. There were no r Date: =tom 1 EVANSTON HUMAN RELATIONS COMMISSION MIN`MS 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, January 23, 2002 7:00 PAL - Room 2402 APPROVED COMMISSIONERS PRESENT: Mavis Hagemann-Vice Chair, Leo Kirwan, Hallie Rosen, !.atoms Midderhoffand Michael Cervantes COMMISSIONER(Sl EXCUSFP; Jason Nepal -Chair CDMMISSIONER(Sl (1JNEXCUSED); Leonard Stein, Barry Slavis and Anthony Agee STAFF PRESENT: Paula A. Haynes -Executive Director and Michael Redmond -Supervisor, Summer Youth Employment Program (SYEP) STAFF EXECUSED: Dowthy 'Thrower-Secreu" GUESTS/VISITORS: James Sibley, -Youth Job Center and Natalie Bauchman-Daily Northwestern V k& Cfrair Hagemann called the meeting to order at 7:15 p.m. L DECLARATION OF QUORUM A quorum was not declared at this time. IL INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comments Mr. Sibley is the new Executive Director for the Youth Job Center (Y)C) and be has boat on the job for four moaths. Ms. Bauchman is a Re xww with the Daily Natthwesttrn. III. APPROVAL OF MINUTES — November 28, 2001 The minutes could not be approved at this time due to the lack of a quorum. IV. DISCUSSION ITEMS A. Committee Reports 1. Community Issues Committee C.ammissioaer Rosen reported that during the moath of December, 2001, the HRC staff mailed one hundred and fatty letters and she has received approximately forty responses from individuals who would Bite to p ut:cipate in the Talking About Prejudice Amongst Us (TAPAS) group/dinner discussions once they begin. Ms. Haynes extended an htvitatiomt to Mr. Sibley to participate in the discussions. The fast group dinners will take place on Sunday. Febnutry 106. 2, Educwian Committee Vice -Chair Hagemann stated that the Education Committee met in Dwmber, 2001. and planned to meet in January but they did not however, she and Commissioner Stein attended a meeting regarding education that was listed in the Sentumel Newspaper. Site stated that the Committee plans to keep in touch with those individuals in ceder to be ttwarr~ of their issues and concam. Vieoo-Chair Hagenumn stated that she and Commissioner Rosen also attended a meeting regarding education. The Education Committee members are trying to be aware of any issues that they feel they need to be involved is J. Housing Committee Commissiona Kirwan stated that the Housing Committee has not had an opportrmity to meet. Commissioner Rosen asked Ms. Haynes what is the status of the recommended aanend3 ►:s :o tha Residential Leadlard aid Tewat Ordinanoc (RL70)7 Ms. Haynes stated that HUMAN RELATIONS COMMISSION MINUTES January 23,2002 Page 2 of 7 staff has been unable to devote any time to the amendments because of they have focused their energies on the current budget issues. A draft addressing the amendments has been prepared but she is awaiting the status of the budget before it is disseminated. As she reported to the Commission in November, 2001, the City Manager has indicated that he will eliminate one of the Human Relations Specialist positions if it becomes necessary. She stated that one of the Administrative Law Judges from Administrative Adjudication (AA) met with her a few days ago and expressed interest in the Department's Alternative Dispute Resolution (ADR) program. He feels this program could be utilized when the Law Judges are making decisions and stated he is going to talk with the City Administrators to see if this process could be used as one of their options, specifically with the Property Standards cases. B. FY 2002-2003 Budget 1. City Manager's Proposed Budget a. impact on Minorities Ms. Haynes stated that Commissioner Cervantes has expressed concern that the proposed budget will have an adverse impact on minorities in the Evanston community and feels the Commission should address this matter with the City Manager even though recommendation have already been made. However, he believes the Commission can still voice their opinions or concerns if they are so inclined. Vice - Chair Hagemann stated that Commissioner Cervantes was going to attend the meeting later and postponed the discussion of this matter until he was present. She moved the agenda to discuss SYEP. 2. Summer Youth Employment Program in November, 2001, Ms. Haynes provided the Commissioners with a document that defrneslouilines SYEP's history. She stated that this year due to budget constraints, the City Manager has proposed the elimination of SYEP. A Budget Committee and they identified several residents of the community to participate in focus groups to discuss the values of the community and rank the City Manager's proposed budget items. SYEP was ranked 15 outer a possible score of 20, which was the second highest item in terms of values and importance to the community. Prior to assembling the focus groups, Bill Stafford who is the Finance Director, met and shared with the Chamber of Commerce the City's Manager's budget and its issues. During that meeting, Mr. John Kennedy who is a resident of Evanston, announced that YJC would place all of the SYEP participants in jobs for less per child if the City gave that agency fifty thousand dollars ($50,000.00). However, at the next budget meeting, Mr. Kennedy who was a participant in one of the community focus groups, announced that YJC would place the SYEP participants in jobs for either eighty or one hundred thousand dollars. Ms. Haynes stated that the City's SYEP pays each participant a salary of approximately (S2.000.00), which is not a placement cast. Mr. Kennedy's comments raised some concerns within the community since YJC has not been responsive to the placement or meets the needs of the target population (14 and 15 year old youth) and, that it already receives approximately ninety thousand dollars ($90,000.00) in CDBG monies from the City. These concerns prompted Vice -Chair Hagemann to contact Mr. Kennedy for his input regarding these concerns. He informed her that Mr. Sibley was the person who could provide the Commission with some insight regarding YJC. Mr. Sibley agreed to attend this meeting to share YJC's proposal and respond to questions/concerns from the Commissioners. Mr. Sibley stated that he prepared a proposal that would address YJC's current intent and future focus for employing the SYEP participants. Following are the primary objectives that his proposal was based an as a result of the parameters that he received from Mr. Kennedy: •With regard to the largest portion of the City's expenditures being compensation, YJC's intent is to pay the participants minimum wage (85% of the money will be used for compensation). in order for this to happen, YJC will place participants in all areas ofthe community; not just businesses but placement with the cultural community, social services, etc.; a SYEP will be changed to the "Summer Intern Program" because YJC's intention is for this to be a leaming experience for 14 and 15 year old youth. The program will not focus on production but rather on the process of learning. Once there is a connection with an employer, YJC will discuss what their expectations are in terms of supporting the youth through the process and emphasize that they are seeking the support of the employer in a developmental process; *Provide a one day orientation for the youth i.e., their dress and behavior; •Mr. Sibley stated that job tasks are not explicitly defined, His understanding is that YJC has an inventory of employers and part of his initiative is to create jobs and use the existing inventory of jobs; since there will be a diversity of jobs there will be a diversity of requirements in terms of performance. The employers that ate included in the process will have to partkipate and identify an instructor who will also participate in the overall process. YJC will create as much structuirt' at the beginning of the program in terms of expectation and design but the rest will be a process of making it happen. There is no financial risk to the employer,, &The purpose of YJC is to work with "at risk" or "situationally challenged" (the term he prefers) youth, meaning those that might not have the knowledge, skills, ability andlor resources in order to be six=sful; basically they we "at risk" in tarns of growth HUMAN RELATIONS COMMISSION MINUTES January 23, 2002 Page 3 of 7 and development. These individuals become the target audience and it is his understanding that this is YJC's mission statement. As a past board member he is aware that YJC's ongoing focus is to work with "at risk" youth. *Mr. Sibley stated that he does not foresee any difficulty placing 14 and 15 year old youth as interns in the work place based on the purpose and intentions of the program. Much of the effort will be focused on job shadowing as opposed to production or job performance. The program will be in effect for six weeks. Ms. Haynes stated that she is not sure whether it is a realistic expectation for employers to have such a structure in place and if they do, how is YJC going to ensure that those structures will sustain and ensure the success of the youth since many of them are not focused, have discipline problems and inappropriate behavior in language, etc.? She stated that she would like to know who are the employers that are going to put these structures in place, focus on the youth and their development and yet maintain their businesses. Mr. Sibley stated that currently YJC is in the process of talking to potential employers to see if they are interested in the program and are willing to help YJC formulate a strategic plan to make this happen. He stated that so far, ten employers have expressed interest in the program but the positioning and set up is what will gives the program power. He stated that the employers wens told they would not necessarily receive any production from the participants and there is no financial risk to them. Ms. Haynes stated that since the employers will have time taken from their businesses to help develop the youth, there is a risk because they have to make a profit; therefore there is a financial risk for them and their employees. If a youth gets injured on the job they are entitled to Worker's Compensation so there is a great deal of liability and exposure that employers take on should they participate in the program. Mr. Sibley agreed with her comments. Mr. Sibky stated that most of the businesses they have talked to are in mail but the purpose of the job development initiative is to expand into other agencies as he previously mentioned. He stated that he would like to employers to consist of those in the cultural areas, i.e., art, educational , theater centers including the universities or the junior colleges in Evanston. Commissioner Rosen asked Mr. Sibley how many youth is YJC proposing to participate in the program during the six week program? Mr, Sibley stated there will be 105 participants? Commissioner Rosen asked him if t05 youth participate in the program, how many businesses does YJC expect to participate in the program. Mr. Sibley stated that number will vary and because of the challenges with the 14 and 15 year old youth, some businesses will employ only one or two but other business infix structures may be stronger and they can support a larger number. He stated that he has talked to Allstate Insurance Company about the program because they have an intern structure set up for college and above individuals, but they are willing to participate in certain areas of the program and may be willing to take on several youth. Ms. Haynes asked Mr. Sibley if he is looking at busitumses outside of Evanston to participate in the program, has he factored in providing transportation for the participants? Mr. Sibley stated that because he is employed with Allstate Insurance Company they might be willing to provide a van to transport participants to and from work. Vice -Chair Hagemann asked Mr. Sibley would the youth work half days or full days and what are the scheduled hours? Mr. Sibley stated that currently his plarts are for the youth to work half days (4 hours per day) and five days per weds, from 9.00 a.m. until 1:00 pm. however, this is not definite because the days and times will depend on the feedback that he receives from the businesses. Commissioner Rosen asked Mr. Sibley does his proposal provide some type of support mechanisms or supervisors who will be available to the participants if they encounter problems during the leaming process while performing their duties? Mr. Sibley stated that his proposal includes program cost, three facilitators and a limited amount of time of two staff persons for itstmention. The facilitators will actually monitor the participants progress on an ongoing basis; the employers will also be monitored. Commissioner Kirwan stated that with job shadowing it is possible that many participants will get bored very quickly and I not show up for work every day. Mr. Sibley stated that aside from job shadowing the participants will have some performance expectations; he reiterated that the focus will be on learning and production is the secondary focus. Commissioner Rosen asked Mr. Sibley what is the criteria for the youth to participate in the program? Mr. Sibley stated that the only criteria YJC currently has is that they are looking at the 14 and 15 year old age group and the "at risk" youth. Commissioner Midderhoff asked Mr. Sibley will time be provided for the participants to prepare themselves for work, i.e., how to conduct themselves, dins, etc., and if so, how much does this educational component add to the six weeks of employment? Mr. Sibley stated that the youth will participate in a one day orientation and as soon as the proposal is approved, YJC will begin the process of working with the employers. Ms. Haynes asked Mr. Sibley if his proposal is approved when will the youth start to work? Mr. Sibley stated that he is uncertain of the starting date but specific timelines will be put together by the Project Manager and himself. Ms. Haynes asked Mr. Sibley how will YJC identify those youth who will participate in the program and determine where they will work? Mr. Sibky stated that YJC will work with the schools during the recruitment and HUMAN RELATIONS COMMISSION MINUTES January 23, 2002 Page 4 of 7 selection process. He stated that YJC's intentions are to find out the youths interest and make every effort to match their interest with a specific emplo} er or to one in a related area. The job selection process will take place prior to the employment period. Ms. Haynes asked Mr. Sibley ..hat is YJC's upper age limit for employment? Mr. Sibley stated that the original mission was to assist 14 to 25 year old individuals but with the Strategic Corporate Alliance Program, the age limit has been increased to 40 years of age because they are involved in the Welfare to Work Program. He stated that based on his previous involvement in strategic planning at Allstate, a great deal of his plans for the program are assumptions as to how it will work. Ms. Haynes asked Mr. Sibley if funding for YJC is approved by Council, will they rely on the City's support financially in order for the program to continue next summer and, if the City does not provide those funds for the program, what happens to the youth and the program? Mr. Sibley stated that eighty-five percent of the money that the City provides to YJC is compensation for the youth and the purpose of the program is not production but rather a market for learning. if the City does not fund YJC next summer the agency will still support the youth by looking for opportunities and much of this is contingent upon the businesses. Mr. Sibley provide a copy of his proposal to the Commissioners and staff. Ms. Haynes pointed out to Mr. Sibley that if YJC becomes the employer for the youth they will have to assume responsibility for their taicM the supervisors will have to make sure they are working with the proper equipment, that youth of certain ages are performing the appropriate tasks and YJC will also assume the responsibility for workers compensation. Mr. Sibley sorted that If YJC includes liability consideration in their proposal they will have to become an insured employer and responsible for Workers Compensation; this means they will have to kook into this a little deeper. He stated that YJC have the administrative staff to perform tax functions and once youths are placed in a work environment, supervisors and program coordinators will make sure they are monitored and working within the established guidelines. Commissioner Rosen asked Mr. Sibly if youth will be allowed to participate in the program more than once? Mr. Sibley stated that it is his intention for the program to be non -exclusionary and if YJC receives funding for the program they will be ready to start the program two week after school ends and six weeks into the summer. Ms. Haynes askedMr- Sibley how will YJC measure the successes and failures of the youth and who kind of evaluation process will they have in place? Mr. Sibley stated that YJC wants the employers to participate in a two -fold performance review at the end of the program. The fist will be related to actual promotion and the second is how the youth approach their job, which will be a coaching or learning session; there are no punitive consequences. YJC will track the youth in terms of numbers and reviews they receive and enter them into a tracking system that is already established at the agency. Commissioner Midderhoffasked Mr. Sibley if the City does not provide funding for the program next year, is there an opportunity for the employers to share the out-of-pocket costs with YJC which could help with some of the insurance issues and provide an easier transition next year or, have the employers pay the youths entire salaries? Mr. Sibley stated that he prepared six different options and one of the proposals addresses the employer paying half of a youth's salary. Ms. Haynes asked Mr. Sibley what kind of criteria will be used to select "at risk" youth and what determines whether one is "at risk"? Mr. Sibley stated that it is his understanding that the parameters have defined youth as "at risk" based on their economic status which is easy to discern but YJC is not going to exclude anyone from the program. He stated that each employer will participate in the interviewing process and YJC will try and make a match in terns of the youth's interests and the employer's needs. Commissioner Kirwan asked Mr. Sibley what is YJC's success rate with the five hundred jobs placement each year, i.e., endurance? Mr. Sibley stated that it is his understanding that there are many factors but retention is a major and ongoing problem for them. He stated that YJC has a program called "Retention Initiative' when: they determine how to develop relationships with employers where there are greater tolerances for certain kinds of behaviors and they can get involved in the intervention in order to be successful. Mr. Sibley gated that he would like for the Human Relations staff to participate in the implementation ofthe program since they have the experience to make it more successful. Ms. Haynes referred to Mr. Sibley's proposal and asked him what does "Participate in Post Employment Wrap -Up" under City of Evanston Role. mean? Mr. Sibley stated that at the end of the program his intention is to have some dialogue regarding the program's success and since the City is the funding the program, YJC invites their participation in the process and wants to acknowledge that the program would not be possible without their support. Mr. Sibley concluded his presentation to the Commission and staff. Vicc-Chair Hagemann thanked him for his appearance and time. HUMAN RELATIONS COMMISSION MINUTES January 23, 2002 Page 5 of 7 At this juncture of the meeting Commissioner Cervantes arrived which constituted a quorum. Commissioner Midderhoff provided Commissioner Cervantes with an update of the November 28, 2001 meeting, specifically the Committee structure relative to the Enabling Ordinance. Commissioner Cervantes staled that he sees controversy from a legal standpoint as to what the Commission is empowered and expected to do as it relates to staff. He stated that these issues were supposed to be discussed at the Planning Sessions that were suspended last year. He also wants to discuss in a Committee session, some of the statements that were made by Commissioners. He stated that he is comfortable that no action or movement was taken regarding the By -Laws. Commissioner Cervantes stated that hd be been able to attend the November 28, 2001 meeting, he would have voted against the discontinuation of the Commissioners receiving the Executive Director's Report because it is an important piece ofinfonnWon and does not have to be discussed at the meetings. He wanted to know if this decision made by the majority of the Commissioners, indicates they are not interested in the kinds of projects staff is involved or what they do in general? He asked if someone could provide some input regarding this action? Vice -Chair Hagemann stated that the majority of the Commissioners agreed it was not their role to manage the Executive D'troetor or her staff. Commissioner Cervantes stated that part of the Commission's role is to be aware of staffs activities but not mica manage them. He stated that the Executive Director's Executive Report provided the Commissioners with a summary of activities that might remind them of something they should be involved in and would allow them to decide if a particular issue should be assigned to a Committee in order to assist staff. Commissioner Kirwan stated that as he recalls, this issue arose at the October, 2001 meeting, where concern was expressed that the Executive Director's Report was not being received as a voluntary source of information for the Commissioners. The perception was that it was also being used a means of micro managing the department to the point where it baaane counter productive to staff. He stated that it is his understanding that the City Manager is the Executive Director's supervisor who is the Commission's staff person and not her staff. He stated that the report was being used to criticize or debate what staff was doing and not for the intended purpose. Commissioner Cervantes stated that when this type of discussion occurs it is the Chair's responsibility to inform the Commissioners that they have exceeded their role and he/she should move the meeting along. He stated that every Commissioner has been appointed, at least theoretically, for some type of special skill or insight that they bring to the Commission. However, based on the Commission's decision, he will call Ms. Haynes in the future to receive an update on staff activities. Vice -Chair Hagemann returned to agenda item B. FY 2002-2003 Budget, b. Commission's Response. b. Commission's Response Ms. Haynes informed the Commissioners that they failed to follow through on the motion that was made at the November 28, 2001 meeting where they agreed to providelexpress their input and concern to the parents, community groups, churches and elected officials regarding the proposed budget. She stated that Chair Nehal requested that staff prepare a letter and send it to the parents of the SYEP youth who participated in the program Iasi year. Commissioner Cervantes stated that the Commission should have been playing a much more significant role at the beginning of the budget process and that he would like for the City Manager to appear before the Commission to explain to them why he made cuts that affects minority residents, that they do not agree with his decisions and will do whatever they can to galvanize the community's input regarding these cuts. He suggesed that the City Manager attend a special meeting when the Community Issues Committee met following the November, 2001meeting and Commissioner Slavis who is that Committee's Chair, was suppose to present their proposal to Chair Nehal. He stated that the Commissioners could have called a special meeting shortly after that meeting, void of Ms. Haynes, to discuss the proposed budget cuts. He stated that he called Chair Nehal at home twice regarding this matter and if he was medically unable to follow through he should have turned this information over to Vice -Chair Hagemann. Commissioner Cervantes stated that he did not think it was inappropriate for the City Manager to meet with the Commissioners regarding their budget concerns because they are a subset of City Govemment. Commissioner Ccr amim suggested that the City Manager be invited to attend Human Relations Commission meetings on a quarterly basis based on his schedule and the Commission's. The Commission needs to know what activities are taking place that may be of interest to them and they need to know what the City Manager is doing when there are concerns regarding diversity because the current budget is incredibly bias towards the community and its diversity. Commissioner Midderhoff stated that since the Commission is late in responding to the proposed budget cuts she too feels it is appropriate for them to request a meeting with the City Manager. HUMAN RELATIONS COMMISSION MINUTES January 23, 2002 Page 6 of 7 Commissioner Cervantes moved that the Commission invite the On, Afanaier to attend a special meetenq for annrosimately two hours to discuss the pronmed budget. sometime within the next tue weeks in February Chair .Vehal will dheuts this reauesr with the City Manager and come uo with an avaronriare date. The motion was seconded by Commissroner Kirwan and unanimously avDrm-ed. Vice -Chair Hagemann stated that if Chair Nehal is unable to call the City Manager she will do it. The majority of the Commissioners agreed that an afternoon meeting (3-5 p.m.) would be an appropriate time for them to meet with the City Manager. Commissioner Midderhoff stated that she will not be We to attend the meeting if it does not take place prior to February 31. Commissioner Kirtman moved that as a call to action. each Commissioner shall contact all of the Aldermen and discuss the concerns that have been raised revardine the Summer Youth Emplovment ProDram and that its existence should continue under the 'Human Relations Commission. based on Mr. Siblev's presentation . Commissioner Cervantes seconded the motion. Commissioner Kirwan stated that based on what he heard in the presentation earlier, he would radtcr see a pilot program for the 14 and 15 year old youth and not a full scale program because YJC needs to set the program rust and there we several questions left in his mind. He stated that with regard to the $2,000.00 that is going towards those students salaries, mathematically each one will receive S600.00. YJC will be employing half as many youth as the City and two-thirds of the youth will only receive one-third of the actual monies that they would receive if they were employed by the City's SYEP. Commissioner Middertwff stated that she agreed with Commissioner Kirwan because Mr. Sibley mentioned hiring 105 youth however, some places in the proposal indicates 135 and other places 105, which is still half of what the City program has supported in the past and the time of employment is not as long. Commissioner Cervantes stated that he believes the SYEP should be continued under the Human Relations Commission at a lower budget level and with some long range plans. if a pilot plan is a reasonable alternative, the important thing is to seen the youth whether it is under YJC or the City's plan. He stated that the Commission has to be reasonable in recognizing that there has to be some budget cuts but what is reasonable? He thinks it is important for each Commissioner to have an ongoing dialogue with their respective Alderman just to touch baseand find out what is happening in the community. He stated that the Aldermen should be informed of the possible consequences that could take place if the SYEP program is cut, i.e.. gang activity and the loss of valuable work that the youth have provided to the community in terms of cleaning up the alleys, parks and traffic circles. Vice -Chair Hagemann called for a vote on Commissioner Kirwan's motion. The motion %w unanimously approved. Ms. Haynes informed the Commissioners that SYEP will be debated and discussed at the budget hearing the following Saturday from 9:00 am. to 1:00 p.m. in Council Chambers on the Second Floor, The Commissioners agreed they would start calling the Alderman now and until the budget is approved. Commissioner Cervantes staled that he would be willing to provide input on behalf of the Commission by purefemfcfng that he is a former member of the Library Board and understand its requirements fully and supports the other branches but the balance is unfair between the two naves (SYEP and branch libraries). Commissioner Rosen stated she would call the Commissioners regarding the budget beating on Saturday. Commissioner Kirwan stated he will attend the budget hearing on Saturday. With Commissioner Kirwan's departure from the meeting at this time, there was no longer a quorum. Commissioner Midderhoff stated that she thought the NAACP's letter comments regarding the budget arts was spectacular and thought their unfmcnts were what the Commission had agreed to do at the November 28, 2001 meeting. When she received the first letter from Chair Nehal she was expecting a call telling her who she was suppose to contact because the Commissioners had discussed the things they did not like and were going to provide something to the community that articulated their views and gave ahematives. She wondered why this did not happen and asked if it was still going to take place? Vice -Chair Hagemann stated that she forgot about that discussion until she read the minutes and Chair Nehal never mentioned it to her. HUMAN RELATIONS COMMISSION MINUTES January 23, 2002 Page 7of7 Commissioner Cervantes suggested that the Commission prepare a letter stating they concur with the letter written by the NAACP and include the comment: "The convrs,rn y fogs groups indicoW that dlrers4 B the number owe fine fir the comntw lty." Commissioner Midderhoff also suggested that the letter contain the dim points regarding the alternatives to SYEP and why it is a better program than the program one YJC is proposing and that she would be willing to address this at the public hearing. Commissioner Cervantes moved that the Commission send a brief letter to Mayor and the A/do mart stating thev annlaud the letter sent to them by the A'AACP and that the (Yuman Relations Commission fells tvry strongly that the proposed budget eliminations are cutting very deeply into a µell established and identified value ofdnersity. The Commission srronyty rearrst that the City Council tote another loot at curtinu the SYEP. The motion was seconded hoxe►rer, it could not be approved due to the lack ofa quorum. V. INFORMATION ITEMS 1. 4T" OF July Association Meeting Ms. Haynes informed the Commissioners that the Fourth of July Association's kick off meeting will take place Wednesday, January 3" at the Keg. She stated that the Commissioners need to determine how they want to participate in the parade this year. VI. COMMUNICATIONS The Commissioners stated that they are concerned about the suggestion being made that the Human Relations Department be reviewed by the Human Services Committee. It is the only Department mentioned to be reviewed as addressed in the document: "Brainstorming Exercise—Expenditure/Revenue Ideas. Budget Committee -Compilation List". VII. UNFINISHED BUSINESS Commissioner Rosen stated there will be a City Council hearing on Monday, February 4+ said people will be allowed three hours to make comments. VIIL NEW BUSINESS a. Evanston Review Article: Action Counts on Race Issues Vice -Chair Hagemann stated that the Education Committee will place this matter on their agenda for discussion. Ms. Haynes provided the Commission with a letter from Commissions Kirwan that armounces his resignation from the Human Relations Commission. Commissioner Midderhoff stated she will call Commissioner Kirwan to find out when will he be available to attend a farewell dinner with the other Commissioners and staff. She will contact everyone regarding the place, date and time. ADJOURNItfENT There being no further business, Vice -Chair Hagemaan adjourned the meeting at 10:30 pm. Respectfully Submitled by: �' .' ' Date /r1;' / (! .::�7 uman Reklo bomfnission / EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Thursday, March 21, 2002 7:00 P.M. - Room 2402 APPROI✓ED COMMISSIONERS PMEhM- Jason Nehal-Char, Mavis Hagmunn-Vice-Chair, Hassle Rosen, and Anthony Agee CO ISSIONERfAEXCUSED: Michael Cervantes, Toni Midderhoffand Leonard Stein STAFF PRESENTPaula A. Haynes -Executive Director and Lisa Allen -Human Relations Specialist 2E1FF EXECUSED: Dorothy Thrower -Secretary Chair Nehal called the meeting to order at 7:18 p.m. 1. DECLARATION OF QUORUM Chair Nehal declared that a quorum of four Commissioners was present because the Commission now stands at seven member: due to the migration of ConrdWoner Slavis on Wednesday, March 20, 2002. The reasons be cited for his decision are not related to the Commission in any way. Chair Nehal is requesting that all of the Conmiissioners make suggestions or ... d individuals to fill the current vacancies whom they believe would serve the Commission well. IL INTRODUCTION OF GUESTS AND VISITORS There were no guests or visitors. 1U. APPROVAL OF MINUTES — JANUARY 23, 2002 Chair Nehal called for approval of the January 23, 2002 minutes. Vice -Chair Hagemarm moved that the minutes be approved The motion was seconded by Commissioner Rosen. Vice -Chair Hagemann requested that the minutes be corrected to include her name after "Vice - Chair" following COMMISSIONERS PRESENT. The minutes were +n+a„inxusly approved with the noted correction. Conl7 isSiOner Rosen requested that the Commissioners receive the minutes in a more timely manner. A brief discussion took place regarding this matter. Chafe Nehaf moved that the minuses should be tom aided to the-Co►nntissfo►rcxs one week lollotvrngIhe Commission meeting date. Commissioner 4ree seconded the motion which was unanimously approved. The Cormmissioners stated that the agenda and other reading material can be mailed later. TOTE: The next Executive Committee meeting will take place on Monday, Aprd 8* , 8:00 a.m. at Le Peep's Restaurant. W. DISCUSSION ITEMS A. Humus Services Committee Meeting, April 1, 2002 Ms. Haynes informed the Commissioners that she received an E-mail from Jay Terry, Director of Health and Humus Services and staff person to the Human Services Cormnittee (HSC). He informed her that Alderman Feldman (current Chair for HSC), has requested that the Human Relations Commission appear before them. The HSC has requested copies of the Commission's minutes for the years 200012001. Ms. Haynes stated that all of the Conmtissioners should attend this meeting and be a part of the presentation. She stated that the Sumner Youth Employment Program (SYEP) continues to be a major issue for the HSC. According to Aldcrrnan Bernstein at the last City Council meeting, the program should be privatized. Ms. Haynes stated that each HSC member will receive a notebook that will contain information regarding the SYEP and a plethora of information relative to the Commission's functions, activities, accomplishments, etc. She provided the Commissioners with an overview of the materials that will be contained in those notebooks. She also spoke at length of the Commission's involvement in addressing Hate Crimes. Mr. Terry informed Ms. Haynes that HUMAN RELATIONS COMMISSION MINUTES March 21, 2002 Page 2 of 4 the HSC packets will be mailed on Friday, March 29", therefore, the notebooks will have to be submitted to his department by that date. Carunissioner Agee stated that based on the dialogue at the two Commission meetings that he has attended, he is under the impression that the Human Relations Commission is under attack, that it is being circumvented and accused of not doing a particular job. He asked is this due to a lack of communication within the community or is it that the clarity of the Commission's role has not been identified within itself or the community? Chair Nehal stated that he thinks the Commission has shown visibility within the community. Ms. Haynes stated that the information assembled for members of the HSC proves that the Commission has been actively involved in a number of comnnutity issues, Cornatissioner Rosen stated that although the: Commission might not have presented "flashy" or "showy" programs, they have provided services to landlords, tenants and other individuals that the media does not write about unless the matter involves something sensational or negative. Chair Nehal stated that based on the outcome or the feelings of the meeting with the HSC on April 1", it may be necessary for membets of the community to tell the HSC or City Council how the Commission/Department has benefited them and, what they we and value in the commnnity. He stated that during the budget workshops people listed diversity as their number one concern which is one of the reasons they like living in Evanston. Commissioner Agee wanted to know if the Commission/Department has considered publicizing their accomplishments every six months or so? Commissioner Rosen suggested that Chair Nehal arrange a meeting with Alderman Feldman to see if he can obtain some information as to why the HSC wants the Commission/Staff to appear before them Chair lchal stated that he feels a meeting would be appropriate since he is the Chair of the Human Relations Commission and Alderman Feldman is Chair of the HRC and his Alderman. Commissioner Rosen asked Ms. Haynes if the Corninission/Staff have ever been asked to appear before the HRC? Ms. Haynes stated that such a request was made three or four years ago but they were informed prior to the meeting what HSC wanted to discuss. Commissioner Agee stated that if an entity already has supporters, there is nothing wrong with soliciting more supporters and the way to do that is through communication. He stated that the Commissioners can do this on an individual basis or they can publicly inform the corimmity abort some of the activities that they have been involved in during the past three, four, or six months; such an ad could be run on a yearly basis. Chair Nehal stated that one of the biggest issues with organizations like the Commission is that because the issues they address are conflict, no matter what happens, half of the individuals walk away unhappy or dissatisfied; this is difficult to manage in terms of what Commissioner Agee suggested but he does agrees with him. Ms. Haynes stated that it is amazing how much work the Department does with the number of staff it has. She stated that the Haman Relations Commission spends less than one percent of the city's entire budget as a department whose role is to support and maintain the diversity of this coma=ity. The Department's budget is primarily salaries. The other monies allocated to operate the department for the fiscal year are n inuseule. For example, only 5500 is available in each program budget (Administration, Fair Housing and SYEP) for office supplies. Commissioner Agee stated that Nis. Haynes comments speaks volumes in terms of the number of staff persons in the Human Relations Deparunent who arc addressing diversity issues in all aspects and the amount of resources that the department has to work with The Commissioners spent sonic additional time discussing issues that they would Uc to present to the HRC. They briefly discussed the Commission's role as co-sponsors of the CommUN= Picnic but are never given public recognition. Chair Nehal stated that he will notify the Commissioners who were not in attendance of the meeting that will take place on April 10. Ms. Haynes stated that the Corrunissioners will be given the same information that the Aldermen receive. B. Meeting/Discussion With The City Manager Chair Nebal stated that he met with the City Manager as requested by Commissioner Cervantes, however, he did not fully understand what Commissioner Cervantes or the Commission wants from the City Manager. Commissioner Rosen stated that the Cornmunity Issues Committee request related to the budget. Vice -Chair Hagemann stated that even though this meeting took place after SYEP was taken oRthe budget's fist ofprognum to be eliminated, the Commissioners still want the City Manager to know how they feel about specific issues regarding the budget that is going to come up for approval again in a few months. Chair Nehal stated that he thinks the C.onartissioners shou be clear as to why and when they want the City Manager to attend a meeting and that he has prior notice. He stated that since Commissioner Cervantes was not in attendance to address or comment on his meeting with the City Manager, this matter will be placed on a future agenda. C. Changing Worlds Traveling Exhibit Ms. Haynes stated the Human Relations Commission has been offered the Changing Worlds Traveling Exhibit for Evanston and the individuals who operate its display would lice the Conunission to sponsor it for a $500 fee. She asked the Commissioners if this is something they would lace her to explore in terms of where it could be placed in Evanston? She stated that the only place downtown that HUMAN RELATIONS COMMISSION ?MINUTES March 21, 2002 Page 3 of 4 she can think of to accomimodate the exhibit since it bas to stand alone, is the Noyes Cultural Arts Center or at one of the schools. Chair Nehal stated that he thinks the Commission should see the exhibit before they decide to sponsor it. Ms. Haynes stated that she will find out where it is currently and then take arrangements for the Commissioners to see it. D. Evanston and Oak Park: Cornmunitim Still Wrestle with Integration Ms. Haynes stated that she placed this item on the agenda per Commissioner Cervantes request. He called to thank her for bringing it to the attention of the Commissioners once again because he thinks this is a issue they could get involved in. Sbe stated that she attends nurtings with some individuals from Oak Park regarding housing issues and they are actively involved in integration maintenance. She stated that she does not believe the Evanston conmxmity has the commitment that Oak Park has towards this matter and that this is something the Commission should work on and determine why it does not. Oak Park bas its own housing audw ity who administers their Section 8 Program; Evanston's Section 8 Program is administered through the Housing Authority of Cook County. Ms. Haynes stated that for the past several years, Mayor Morton has advocated for Evanston to have its own housing authority but to no avail. She stated tint before the Commission can get involved in the Evanston and Oak Park integration issues, Evanston needs to address some of its integration issues and other housing issues such as ineftnionary zoning; currently it does not have the'tivill" to address affordable housing. Chair Nehal stated that be would like to talk with Cortatnssioner Cervantes regarding this article to hear what his plans are for the Commission to involve itself in this matter. He would also like to know what the Evanston community wants in terms of affordable housing. Ms. Haynes requested that Chair Nebal move the agenda discussion to item a. tinder V. Information [tenser, A. Conte» ttee Reports. She stated that the North Suburban Housing Partners (NSHP) of which she is a representative for the Commission. is sponsoring an "Affordable Housing Forum" on April 22d. The tneeting will take place at St. Francis Xavier Church, 808 Lyndon in Wilmette. The forum will air on Chicago Matters, a television program at WTTW (Charms] 11). Ms. Haynes stated that NSHPG's focus during its two years of existnatce has been on affordable housing. They worked with HUD until it was distantled as a result of the Presidential election and has not been re -staffed. Commissioner Agee had to depart the meeting at this jtntcture. There x+ar no longer a quorum. V. INFORMATION ITEMS A. Committee Reports There were not Committee Reports. B. ParIiamentary Procedures Ms. Haynes reminded the Commissioner that the Commission is co -sponsoring a workshop with the Chicago Association of Parliamentarians regarding Parliamentary Procedures eartided: How To Conduct An Effective Meeting/How To Adjourn Before Midnight, , on Saturday, April 27* from 9.00 a.m. to 12 noon. The workshop is fiee and will take place at the Civic Center. The Mayor is going to prepare a letter to members of other boards and con*nissioners, encouraging them to participate in this activity. C. T.A.P.A.S. Commissioner Rosen stated that all of the T.A.PJLS. groups have met once, two groups have met twice and the third group is meeting this week. So far everything is going well; overall the groups are more diverse than the first time these groups were assembled People are talking more about themselves on a personal level rather than discussing Evanston issues. She stated that 30 people are participating in the group/dinner discussions this year which means over 100 people have participated in the past two years. The meetings should end the middle of May and the members will decide if they watt to have a program at the conclusion of the group discussion just as they did last year. D. Fourth of July Parade Update Ms. Haynes stated that the Commissioners have to decide how they want to participate in the Fourth of July Parade and how to reach out to the Gay commnity and include them in the parade. Cotamnissioner Rosen suggested that the next meeting agenda include under its "Discussion or Action Item", What The Commission Is Going To Do In The Fourth of July Parade. Chair Nchal stated that he would also ]tile to know what the Fourth of July Association's time fiane is for finalizing the individuals in the parade in order for the Commissioners to identify what groups will be participating. Ms. Haynes stated that Commissioner Midderhoff volunteered to attend the Fourth of July Association's meetings and that she (Ms. Haynes) identified Mr. Molinary as the staff person to attend the kick-off meeting. Chair Nehal stated that he will contact Comrnissioner Midderhoff to see if she was aware of the second meeting that was taking place at the same time the Commission meeting took place. HUMAN RELATIONS COMMISSION MINUTES March 21, 2002 Page 4 of 4 Vice -Clair Hagemann asked the Commissioners and staff for their opinions regarding the Superinaendent for School District 202 graduation standards which would require students to take three years of math in high school. Chair Nehal stated that he does not think sttrdew an take too much math. Ms. Haynes stated that there is a belief that this math requirerrestt will have in adverse impact on African American students and as a result, the drop out rate will increase and some young adults will have to pursue a GED later. She stated that it is alleged that the Superintendent has not completed enough research regarding this matter and has not put any programs/activities in place to ensure the success of the African American students if the new curriculum is implemetrted. The Superintendent is been asked to postpone his plans for one year before instituting the curriculum so that he will have the opportunity to put some things in place to augment, support, and ensure the success of the African American students. Vice -Chair Hagemann stated that the Math Teachers will make a paearattation as to how they will address the new curriculum the following Monday night at the School Board meeting. She stated that this new curriculum could affect a student graduating; some students may never use this amount of math and many won't but they do need to know basic arithmetic which should be a requirement. For h9ormation purposes, Ms. Haynes stated that she will not be able to attend the School Board meeting on Monday night because she and her staff will attend a Planning and Development Committee meeting. Alderman Newman has requested that the current interest rate (5%) which landlords are required to pay a tenant on their security deposit (per the Residential Landlord and Tenant Ordinance), be placed on that agenda. This request was made as a result of a letter that Alderman Newman received from an Evanston landlord who takes issue with the current percentage rate. VH. UNFINISHED BUSINESS Commissioner Rosen asked Ms. Haynes what is the status of the RLTO amendments? Ms. Haynes stated that gaff was unable to work on the amendments because of the recent budget issues, landlord/tettant issues, and other program mattes Hopefully staff will be able to devote the additional time required to rewrite the suggested amendments to the RLTO as a result of the meetings that took place for landlords and tenants at the October, 2001 meeting at the Howard Street Police Outpost. VIII. NEW BUSINESS Commissioner Rosen stated that the Kingsley Carnival will take place on Saturday, March 23i4. DL ADJOURNMENT There being no further business, Chair Nchal adjourned the meeting at 9.29 p.m with no objections. ! r 9 Respectfully submitted Date: Do thy Thrower, etary / r EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday - April 24, 2002 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Jason Nehal-Garr, Mavis Hagemann-Vice-Chair, Toni Midderho!% and Anthony Agee COMMISSIONERS EXCUSED: Hallie Rosen CQMM1SS10N RS ABSENT: Leonard Stein and Michael Cervantes STAFF PRESENT; Paula A. Haynes and Dorothy Thrower QJT, ISNISTMRS: Dabne Ukkin-National Louis University (NLU), Jenny Wikon-NLU, Gail Cohen-NLU, Carolyn Davis-NLU, Kim Jensi-NLU, Shannon Pieper-NLU, Ross Matthews-NLU, Lori BadeofT NLU, Teri Buezinslry,NLU, and Diane Bobis-NLU Chair Settles called the meeting to order at 7:06p.m. I. DECLARATION OF QUORUM A quorum was not declared. IL INTRODUCTION OF GUESTS & VISITORS Ms. Cohen is a journalism instructor at NLU. Ms. Ukkin, Wilson, Davis, Jensi, Pieper, Badeoff, Buezinsky, Bobis, and Mr. Matthews. are journalism students at NLU who attended the meeting as observers. Chair Nehal responded to questions from the visitors regarding the Commission. III. APPROVAL OF MINUTES — MARCH 21, 2002 The minutes could not be approved at this time due to the lack of a qumum Upon Commissioner Agee and Vice -Chair Hagernann's arrivals later in the meeting the minutes for March 21, 2002 were unanimously approved as submitted. Chair Nehal asked Ms. Haynes if she had any additional information regarding the rules being changed for submitting minutes to the City Clerk's Office by city Conunissions, Committees and Boards? Ms. Haynes stated that nothing has been finalized yet. IV. INFORMATION ITEMS A. Committee Reports 1. Cotmmtnity Issues No report. 2. Education Commissioner Midderhofi'reported that the Education Committee did not meet in April but the members did meet in March. She stated that Vice -Chair Hagemann has been actively pa. '.'T..:..,, in the re -vamping of die 60140 bussing system to achieve diversity in all of the District 65 schools that is being rr-evaluating for the City of Evanston. She has met with some key individuals and reported the contents of the meeting with Commissioners Midderhoff and Steve. For the record, Ms. Haynes stated that Vice -Chair Hageman±+ would be late for the Commission meeting because she was attending a presentation by District 65 Superintendent. The Commissioners and Ms. Haynes responded to questions from the visitors regarding this issue. 3. Housing Chair Nehal reported that he and Cormrtissioner Agee are the only members on the Housing Committee and they have not had an opportunity to meet because Commissioner Agee's job requires constant travel. However, Chair Nehal did attend the housing symposium that the Human Relations Commission co -sponsored m W ihnette on Monday. Aprt7 22, 2002. He stated that one of the events offered at or HUMAN RELATIONS COMMISSION MINUTES April 27, 2002 Page 2 of 5 taus symposium was the screening of a video tape for W77W television regarding housing issues. The specific theme of the video was the gap between where people live and wficre they work. Chair Nehal stated that an interesting statistic of the video was that the Edens corridor which is comprised of office parks and shopping plazas along the Edens Expressway, employ as many people there as downtown Dallas. In most cases the employees cannot live within ten miles of where they work. The questions that were presented to the anendees of the symposium had to do with "how do you address the disparity or the gap between where people work and how they are almost forced to remain where they live" and, "how can you create affordable housing in more affluent communities where there is a strong service based economy?"; there are many people who commute back and fortis to work for relatively low wages? He stated that these are some of the issues that the Commission has discussed, especially in terms of either developing or creating policy to maintain affordable housing in a town like Evanston. Chair Nehal stated that there have been some eumpics in Evanston where some inclusionary zoning wits used to create sortie affordable housing units in new developments. For example the property at Ridge and Emerson (where Whole Foods Grocers was formerly housed) will be developed into 197 very expensive rental units and through much negotiation that involved the Human Relations and Housing Commissions, the developer agreed to allow for 10 affordable units within that complex. B. Fourth of July Celebration Update - Commissioner Midderhof Commissioner Midderhoff reported that she and Mr. Molinary (HRC staff), attended the initial Fourth of July Association meeting that took place in January. The purpose of their attendance was to talk to the Association about two specific issues that had been pr acrited to the Commission from sonic residents. The fast issue involved the Liberty Bell being carried by the Boy Scouts who ware the right to exclude Gays from their organization. As such, there were no Gay organizations represented in the parade and perhaps there is some way to include that population and somehow diffuse the issues involving the issue of who should carry the Liberty Bell. The Association stated that they have set aside monies to help fund a float or some other type of participation if there is a Gay organization that is interested in the parade. Commissioner Midderhoff stated that she provided the Association with the names of a couple of organizations in Chicago to contact. She stated that there are sonic individuals on the Fourth of July Committee who feel they represent the Gay/Lesbian community but are not aware of an organization in Evanston to contact. She feels that the matter is still in a state of limbo but she does mt know what other assistance she can offer. The Association stated they would be happy to assist the Commission with their participation in the parade. She stated that she missed the Association's last meeting because she was out of town but the text one will take place within a couple of weeks and she will continue to provide updates to the Commission. Ms. Haynes stated that since the Commission presented the concerns that staff received from a couple of residents to the Fourth of July Association and they listened, she thinks it is the Commission's responsibility to find a Gay/Lesbian or Train sexual organization to participate in the parade. She will also talk with Mr. Molinary regarding this matter. Since there wen only two Commissioners present at this time, Chair Nepal stated that this matter will be placed on a future agenda for discussion and it need s to take place soon. Commissioner Agee arrived at the meeting. C. Nil Student Housing Issues; Evanston Community Issues Regarding The Students In Our Mist (Report of 4/18 Staff Visit to NU Campus) - Executive Director Haynes Ms. Haynes stated that from time to time the Department receives complaints from the community regarding the behavior of NU students i.e., parties, failing to maintain the rental property, parking cars on lawns, etc. Based on these complaints, Property Standards has been conducting inspections to make sure the property owners are in compliance with city codes; there are also sonic conccrns regarding possible violations of the Zoning Ordiisance (i.e., the number of individuals who reside in an apartment or house). On Thursday, April 18*, Ms. Haynes, Ms. Allen and Mr. Molinary conducted a training session for NU students regarding the Residential Landlord and Tenant Ordbiance (RLTO). The training was sponsored by the Associated Strident Government (ASG); approximately 30 students atutided Staff is scheduled to return to NU on May 6* and May 23n° to conduct additional training which is being sponsored by the dcpartmaat that administers off campus housing. D. Parliamentary Procedures SyrrWosiurm - Executive Director Hcomes Ms. Haynes reminded the Commissioners that the Commission is co-�.with the Chicago Chapter of The National Parliamentarians, a symposium on "How To Conduct Meetings". Roberts Rules of Order will also be reviewed and discussed. The symposium is free to the public and will take place on Saturday, April 27, 2002 at the Civic Center in Room 2402 from 9:00 a.m. to Noon E. WTTW Chicago Matters Housing Matters Forum Update - Executive Director Haynes Ms. Haynes stated that in addition to the information that was provided earlier by Chair Nehal, the Commission has not received any feedback regarding the forum. There wt, approximately 200 people in attendance with the majority being from Evanson. Site toted that at ilia conchision of the fotwn she did not leave with a sdsse of knowriug why people attended. HUMAN RELATIONS COMMISSION MINUTES April 27, 2002 Page 3 of 5 Chair Nehal requested tlsat Ms. Haynes try to obtain a list of attendees at the forum in order to try and determine what the participants from Evanston would Idce the Commission to do or look into, perhaps by developing a policy or program based specifically on affordable housing; his first concern is inclusionary zoning. Ms. Haynes stated that she will request a copy of the attendees list and she will also try to get a copy of the video for the Commissioners to view. E. SYEP Update —Executive Director Haynes Ms. Haynes stated that the Mayor's Summer Youth Employment Job Fair will take place on Saturday. May 11, 2002 from 9:00 a.m. to 2:00 p.m. Participants will begin working June 17"'. She provided an overview of the Summer Youth Employment Program (SYEP) for the visitors and responded to their questions. Cormussioner Midderhoff stated that based on the budget concerns regarding the SYEP, have there been any further discussion with the Youth Job Center (YJC) as to their involvement with SYEP? Ms. Haynes stated that YJC will not be involved in the process this year but planning will nice place later for future years. Commissioner Agee asked Ms. Haynes if there are other outreach progratan available to staff other than the preventive measure of taking the SYEP participants to penal institutions? Ms. Haynes stated there arc none currently formalized but staff has the ability has to build in some other c �,.,r ..,..s however, she wants to make sure the program is babuxzd in terms of training and providing services to the community. Commissioner Agee stated that he understands Ms. Haynes conccm but it always help to educate youth and one model that can be considered is to bring in a gang component to educate the cormrnmtity. He stated that he is aware of some organizations in Chicago who he can contact that can educate the entire community. The training scmina• can vary from two days to a week; it is very intensive because it covers the entire street gang life, culture, cults, etc. Commissioner Agee stated respect or recognition would be given to the proper authorities i..e., police and detectives. He stated that the individual he has in mind to conduct the training, trains policemen all over the country. Commissioner Midderhoffstated that she supports Commissioner Agee's suggestion and requested that he obtain additional information regarding this training that he could present to the full Commission. She requested that this matter be placed on an agenda as "Items For Future Consideration". V. DISCUSSION ITEMS A. Report of Meeting with Alderman Feldman —Chair Nehal Chair Nchal stated that he did meet with Alderman Feldman on Monday. April 22i° to talk specifically about the Human Services Committee. He stated that their conversation led to other issues which he is still processing. He did not provide a report of the meeting at this time because he only has Alderman Feldman's point of view. At this point be would like to talk with some other individuals to find out what their presu mptiom and beliefs are about the relationships of the Human Relatiom Commission, the Human Relations stall and the Human Services Committee. B. Statement On Peace In The Middle East — Chair Nehal Chair Nchal stated that he would like to have the consensus of all the Commissioners as to whether they want to prepare a statement regarding the situation in the Middle East. He stated that he believes most people will agree that violence is it poor way of solving problems and as a Human Relations Commission, they will support any dialogue or communication that is against violence from the community or other agencies regarding this matter. Chair Nepal stated that items A and $ will be placed on an agenda as "Item For Future Consideration. V1. ACTION ITEMS A. Response To Referral From PIa.nning & Development Committee Re. Security Deposits — Executive Director Haynes Ms. Haynes stated that the Commission has to present a response to P&D at their next meeting, May 6°. As a reminder, she stated that the issue of hudlords paying five percent on security deposits was raised when the Commission talked about amending the Residential Landlord and Tenant Ordinance (RLTO) months past. She recently met with the Finance Director regarding this issue. He informed her that he after looking at several financial indexes he suggested that Treasury Bills. Because the rate is so low it would be appropriate to add one hundred basis points which would add an additional one percent;. Mr. Stafford indicated that this is the best measure available and it will be easy to define. The Commission would have to select a certain date each year and use that rate based on the Treasury BiilsChair Nehal asked his. Haynes if the pending amendments could also be returned with the information regarding security deposit? Ms. Haynes stated that is not possible because this issue was an Aldcrmanic Request and the other it are not ready. Ap HUNAN RELATIONS COMMISSION MINrUTES April 27, 2002 Page 4 of 5 .Ms. Haynes stated that is not possible because this issue was an Alderrnaruc Request and the other items are not ready. Ms. Haynes stated that if the Commission approves the suggested Treasury Bills index, a cap should be placed on it so that the rate will never exceed five percent. She stated that the Commission could also insert some kind of language in the RLTO that would require all security deposits be placed in federally insured accounts. City Council will have to approve the language. She stated that if the Commission is going to be responsible for notifying all of the landlords regarding the rate change, they have to determine how that will be done. Ms. Haynes stated that she will be taking the Treasury Bills index recommendation to P&D on May 6*, at 7:00 p.m. She requested that all of the Commissioners attend that meeting if their schedules allow them to do so. She stated that this matter was also referred to the Housing Cornmission who indicated they v6vuld support some type of index. VIIL OLDIUNFINISHED BUSINESS A. Human Services Committee — Executive Director Haynei Ms. Haynes stated that the Human Relations Commission was scheduled to appear before the Human Services Committee (HSC) on April 1" , however, since Alderman Baptiste was unable to ancrrd that meeting. he asked that the Conurdssion be removed from that agenda. However, the Commission appears on their agenda under "Items For Future Consideration". Based on this information it was the cooseum of the Commissioners present that they would I&c for the Compassion to become proactive as soon as possible rather than wait to hear from the Human Services Cormuttee again.. The Conim sioners agreed that the notebooks staff prepared should be given to the HSC memtbm for their review; they can notify staff and the Commission if and when they want to reschedule another meeting. Chair Nelal stated that this item requires additional discussion and will be placed on May's agenda under Old/Unfinished Business. DL NEW BUSINESS A. Budget Comminee — Executive Director Ha)vmei Ms. Haynes stated that she received in a -mail from the Budget Director, advising her that they still have some questions regarding SYEP and the deparhncnt in general. Dw* their meeting, Glair Nehal stated that Aldeman Feldmrstn suggested that monthly activity reports be provided to the City Council f equemly. Chair Nehal stated that staff would not provide a report of activities for the department but rather report on the activitim issues or concerns that are occurring in the community (i.e., civility and potential threats to diversity in Evanston). Comm Luioner Agee stated that ever since he has been a memnber of the Human Relations Commission and based on the dialogue that has taken place at each meeting he has attended, it appears that the Commission/staff are walking on mine fields and are constantly under a rmnicrascope and this concerns him very much. He stated that he is at a loss as to what is going on because he wants to be on a team that is simcert: abort servicing and he believes this is the Comma ission's goal. He stated that at every meeting he has attended, he gets the impression that he has to fight but he does not know whether he is fighting for himself, the community or for the Commission as it relates to politics in Evanston. He suggested that all of the Commissioners get together, have some honest dialogue and explain to him whether the current issues regarding the Coma- ssiont/staff are political; if so, let it be known so that they can snake some efforts to resolve this utter. He stated that it is also obvious that the department is constantly fighting for its existence. Commissioner Agee suggested that a half day retreat be arranged for the Commissioners. Copmrissioner Midderhoff applauded Commissioner Agee's comments, She stated that since she has been on the Commission they have been trying to define and martiuv a through changes in persorml (Commission members) and other things that are taking place. She stated that she thinks a meeting would be a great opportunity for the Cormnissionets to open up to each other and she welcomes the dialogue. Cocairtissioner Midderhoff stated that since this is approximately the third time this issue has been discussed, she is becoming frus>xated and would life for it to become the Commission's number one priority so that they can all get on the same page and gel it resolved. Vice -Chair Hagemann arrived at the meeting. Commissioner Agee asked what can the Commission do to show their ultimate support for the Human Relations staff. Commissioner Mkiderhoffrstated that a unified body of individuals is much more effective when they are trying to resolve the current concerns regarding the Commission and or staff. Chair Nehal stated that Evanston touts its diversity yet the budget provides funding of less than one percent to the Human Relations Conw*&km which helps maintain and sustain that diversity. HUMAN RELATIONS COMMISSION MINUTES April 27, 2002 Page 5 of 5 Commissioner Agee stated that he had a recent experience at the E%mnston Hospital regarding the information that is placed on a patient's wrist band. The person's social security number and birth date arc listed in addition to their name. He stated that he has investigated numerous cases where individuals have been prosecuted for fraud because they obtained this information illegally. Commissioner Agee believes this is a human rights isune that the Commission should address. The Commissioners agreed that a letter should be written to the appropriate department at the hospital regarding this matter right away. Vice-Cisair Hagemann reported on a school board meeting rcgardmg graduation standards. She stated that the audience was very receptive to the Superintendent Alson's proposal to implement new graduation standards; they also mentioned things that they did not like about those requirements. Vice -Chair Hagemann also reported on a meeting where Superintendent Murphy (District 65) shared his plan for a K-3 d grade school in the 5h Ward. In her opinion his plan was well thought out. The Superintendent stated that he is under gnat pressure from many people and letters are sent to the Editor of the fvansl a Review all the time calling, for his resignation. Vice -Chair Hagemntaa infornned the Superintendent and one ofthe school board members that she would lice to be on the cornniince if hearings are held; she also offered the Comrttission's assistance if they do take place. She stated that the element that she likes about his plan involves the four different parts of the S° Ward that are bussed involuntarily to the four northern schools. The Superintendent's plan provides for a parent to keep their child in a northern school (K-3'a grades) if they choose to. If a parent chooses to keep their child in the 5+ Ward school, they have to sign a contract stating they will be trained and work with the teachers. lids is the part of the plan that was appealing to the parents. She stated that the value of integration is also being discussed. Since a quorum was established, Chair Nehal called for approval of the Match 21' minutes. Vice -Chair Hagemann moved to approve the minutes. Chair Nehal seconded the motion and the minutes were unanimously approved as submitted. Chair Nehal stated that Comnnissioncr Rosen is the one who called him to be excused from this meeting, therefore, the other Commissioners are absent. X. ADJOURNMENT There being no further businm Chair Nclal moved to adjoum the Meeting at 9:00 p-m. There were not objections. Respectfully submit e � • l f �+ Date: � nary EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday — August 28, 2002 7:00 P.M. - Room 2402 APPROVED COMMI5$1ONERS PUS)xh[L- Mavis HagemanrWke-Chair, Tod MiddsrhotT, Patricia Lane and Victoria Higgins Wolpoff COMM1S,S10NER.S END: Michael Cervantes and Anthony Agee STAFF PRESENT: Paula A. Haynes and Dorothy Throvmr GUESTS/VISITORS: James O'Hara and Juliet Martinez Vice -Chair Hagemarm called the meeting to order at 7.06 p.m. 1. INTRODUCTION OF NEW COMMISSIONERS Vice -Chair Hagemamt intrWmed newly appointed Commissioners Victoria Higgins Wolpoff and Patricia Lae. II. DECLARATION OF QUORUM A quorum was declared. III. INTRODUCTION OF GUESTS & VISITORS Mr. James stated that he is a resident of Evanston and a candidate for State Representative. He attended the meeft because he is interested in the Section 8 (Housing Choice Vouchers Program). Ms. Juliet Martinez is a snidest at Me&fl College of Journalism, NU. IV. APPROVAL OF M14NUTES - APRIL 24, 2002 The minutes for April 24. 2002 were unanimously approved as submitted. V. INFORMATION ITEMS Ms. Haynes gave an update on the 5* annual CommUNITY Picnic that took place on the grounds of the Civic Cetasdr on Sunday, August 256. Site stated that the picnic kicks off UNITY month, which begins in September. During the next two wcekl, staff will send a letter and a copy of the proclamation to churches, businesses and agencies/organirations, declaring September as UNITY month. Ms. Haynes stated that she would like former Commissioner Nancy Bailey (who heads up the food committee) and Tom Mig=% owner of the KEG, who has provided the majority of the free food for the past 5 years, to be mzognized for their contribution at a City Council meeting. She expressed thanks to her staff for the labor they provided with the support of several Surrmter Youth Employees in making this effort possible; thanks to the businesses that provided raffle prizes or other voluntary services, individuals representing agencies/organizations who volunu=cd, restaurants and grocery stores who donated goods to make this effort possible. Comunissiooa Higgins Wolpoff attended the picnic and Vice -Chair Hagernarin and Comtnissioncrs Cervantes volunteered their services. There was unztbTx s agreement that Vice -Chair Hagemutn prepare a Ica" on behalf of the entire Conzassion and send it to the Editor of the Evanston Review, recognizing Mr. Mignon's and Ms. Bailey's contnbusrons, VI. DISCUSSION ITEMS A. Restdrnrtid Landlord and Tenant Ordinance Murdwex&SwxriryDeposit Interest Ms. Haynes stated that several months ago members of the Planning and Dcvckprrncat Committee (PdrD) were asked to look at the interest rate to be paid on security deposits. She and Bill Stafford, Finance Director, met and proposed that the rate be indexed and that the Treasury Bills rate be used plus l%. The rate would be visited every June and adjusted accordingly. Evanston property owtherwlandior& opposed this pUn/formula and suggested that we model Chicago's ordinance. Since a public bearing did not take place regarding this ratter Al&-n-r n Newman requested that Ms. Haynes provide notification to tcrtants advising tb= that this matter would be discussed at the City Council meeting on September 9*. Additional amendments included landlords being required to put security deposits in an inumt bearing accounts that are federally insured and a provision that addresses how landlords and tenants will be made aware of the new interest rate. HUMAN RELATIONS COMMISSION MTs\IJTES August 28, 2002 Page 2 of 3 a Fair Nwrslng Ordinance Amexdmewt/Source of Income Ms. Haynes began by reminding the Commission that for the past two or throe years, she had asked them to consider including "source of income" as a protected class to the Fair Housing Ordinance, Currently Evanston has over nine hundred (900) Housing Choice Vouchers recipients, formerly known as Section 8. The voucher holders arc prirrahly in the 86 Ward because it has more mold -unit b0dings. Ann Rainey. Alderman of the 8s Ward, recently stated that the council should consider making source of income a protected class. Given the Alderman's direction, Nis. Haynes began developing an amendment to add, "source of income as a protected class. The amendment is intended to prevent landlords from denying housing to an HCV holder simply because they have a voucher. She stated that HVC recipients deserve the opportunity to go through the same screening test i.e., credit check, work history, or reference from a previous landlord as any market rate lenantlapplicant would be subjected to. On Tuesday, August 270, Ms. Haynes and Alderman Rainey met with some property owners, the Director of the Cook County HCV Program, a representative from the Housing Authority of Cook Counry's local office, arcs Cormrtissioner elect, Larry Suf erdin of the Cook County Board Ra Joy represented Congresswoman Jan Schakowsky. The purpose of the meeting was to hear landlord/property owners caumns/issues with the Housing Authority of Cook Caurtty (HACC). Many of the issues raised by the landlords indicated that they were treating HCV tenants different when addressing specific issues in comparison to the market rate tenants. Another concem coninumicasod was the delay of the first month's rent to the landlord from HACC. Ms. Haynes stated that perhaps the HCV Program would be more palatable to landlordslproperty owners if Evanston had its own certification program, through which training could be conducted for tenants, im,, money management and maintaining their units. Corrtmissiooer Higgins Wolpoff stated that she is a landlord and has heard that it takes several months before a landlord receives the fuse rent check for a HCV tempt; however. she has never had the experience of renting to sa HCV tenant Ms. Haynes stated that the Director for the Cook County Housing Authority and the representative for the local HACC office acluiowledged that them we, some adrmntistrativc problems several years ago that contributed to landlords not getting paid on time. They are confident the problem have been solved and provided all of the parties submit the required documents on a timely basis. Via -Chair Hagemnann moved that the Commission support the amendment to the Fair Housing Ordinance to include source of income. Ca rmissioner Midderhoti seconded the motion_ There was no further discussion. Vice -Chair Hagemann and Conardssiones MidderhofF and Lane approved the motion; Commissioner Higgins Wolpofi'opposed the motion. The motion was approved 3 to 1. Ms. Haynes stated that an administrator from District 65 indicated that he supported the amendment because it would mean that a more natural integration would happen. Prior to Mr. O'Hara's departwr he stated that he has already discussed some of his ideas regarding the HCV with Ms. Haynes; but he has some additional information relating to affordable housing in Evanston, which ate in the process of being finalized. He stated that he would like to meet with Ms_ Haynes again to share those ideas and get her opinions. Ca mrtissi Midderhoff'requested that staff provide the Commission with the additional changes that were made to the amendments to the RLTO in October 2001. This matter will be placed on the October agenda. C. Rules Commidee April 1, 2002 Minutes Vi x Chair Hagemann informed the Corrunissioners that at the Rules Committee meeting on April 1, 2002, a discussion took place regarding the Executive Director's Report When Council members found out that the report was no longer being prepared they wanted to know wiry since it provided detailed information regarding the staff and Commission's activities. The City Manager was directed to request the Executive Dircctor of the Human Relations Commission to immediately forward copies of her reports for the past 12 months to members of the City Council; that the Executive Director and HRC members provide an explanation if or why the reports were discoatimrred and that they be reinstated. Ms. Haynes informed Vice -Chair Hagcmam that she u-m never informed of this request. She became aware of Council's comments and concerns in August when a couple ofAklaman called her to inquire about the status of the matter and suggested that she read the April ist Rules Committee minutes. She stated that she is concerned that the Rules Comuninee will think that she and the Commission had disregarded their request. As it result of this information the Commimionems stated they would respond to the Rules Com mittce and let them know that they were unaware, as was Ms. Haynes, of their request to the City Manager. The Commission will provide them with any information they deem relevant as Krell as an cxphmtion as to why the Director's report was discontinued. Ms.Hayncs stated that she would dcfmitcly prepare a response to the CounciL D. FY 2001-04 Budget HUMAN RELATIONS COMIMISSION MINUTES August 28, 2002 Page: 3 of 3 Ms. Haynes stated that she has to present the Human Relations Conirmssion budget to the Budget Office by September 300'. She stated that if the Commission %-Ants to have some input regarding the budget she needs to hear from them as soon as possible. Commissioner Midderhoff stated that based on Iast year's experience regarding funding for the Summer Youth Employment Program (SYEP) and the possibility of it being targeted for elimination once again, she feels the Couranission needs to be pro active and detemdne how it should be addressed in the budget. Ms. Haynes stated there is quite a bit of erroneous information that has been disseminated regarding the SYEP. For instance minutes of the Budget Committer minutes state that the SYEP has no objectives - which is false. The minutes also state that supervision is a major problem this year. This to is false because the SYEP Super%isors were comprised of schoolteachers and social workers, but the minutes suggested that perhaps seniors from the Levy Center should serve as supervisors for the youth. Ms. Haynes stated that she has never been invited to address the Budget Committee about the SYEP however, she believes the information that staff is going to provide the Human Services Committee (the Committee to wtbom the Human Relations Commission answers) will address their concerns as well as the misinformation. She indicated that she would take whatever action needed to mike sun members of the Budget Committee, Human Services and the City Council as a whole kam about and understand the contributions and benefit of SYEP. E Mecdng Dar Change Vice-C)tair Hagemarrn stated that consideration has been given to changing the Commission's current meeting days, which takes place on Wednesdays. Since the fourth Thursday has been suggested as the meeting day, Vice -Chair Hagenwm will contact Commissioners Cervantes and Aga to get their comments since this change is being recommended because their jobs conflict with the current meeting day. If Thursdays are agreeable v6ith them, Vice -Chair Hagemwm will make that announcement at the October meeting and the new meeting day will become effective beginning in November 2002. F. Retreat Vice -Chair Hagemann stated that the consensus is that the Commissioners needs to have another retreat however, that will not take place until the Commission is fully staffed with 9 members. Commissioners Lane and Higgins Wolpoff indicated they would prefer that a retreat take place once they are more familiar with the Commission's business. VII, OLDIUNFIMSHED BUSINESS A. Human Services Committee Ms. Haynes explained that several months ago the Human Services Committee (TiSC) had invited the Commission to meet with them in April. Apparently Alderman Jean -Baptiste was not going to be available so the invitation was rescinded. Shortly thereafter, the HSC Chair changed and we were inadvertently dropped from their radar A tentative imitation as received for October. She indicated that she would attempt to confirm and advise the Commissioners as soon as the meeting was confirmed. VIII. NEW BUSINESS Vice -Chair Hagcmann stated that she is very involved with the issue of building a school in the 5° Ward and the 60/40 school issue. She has been attending the school board meetings and will make a presentation to the entire Commission as to what has been discussed. Ms. Haynes stated that she received a call from a member of Second Baptist Chruzh, stating that the are going to have an Ecumenical Prayer Vigil on September 6a from 7 am to 9 p.m; everyone is welcome to attend. On September I I there will be marry amen rances of the tragedies that took place on September 11, 2001; one will take place at the Fountain Square Building at noon. The Mayor will be there, also Tom Sullivan who is the fomtries director of the Evanston Ecumenical Council will be one of the speakers. At 9:45 a.m., the Evanston Fire Departrnent will host a ceremony at their Station located on Emerson. Ix ADJOUILNMENT Therc being no further business and with no objections, Vice -Chair Hagemann adjourned she meeting at 10:00 p.m. Respectfully submitted by: 6,19 a(46:yz-yaw, / , Secretary Date: , 1 EVANSTON HUMAN RELATIONS COhIMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 September 25, 2002 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Mavis Hagemann-Vice-Chair, Victoria Wolpoff Higgins and Patricia Lane COMMISSIONERS) EXCUSED: COMMISIONER(S) ABSENT: STAFF PRESENT: GUESTS/VISITIORS: Michael Cervantes and Toni Midderhoff Anthony Agee Paula A. Haynes and Dorothy Thrower John Brzeninski L DECLARATION OF QUORUM Vice -Chair Hagemann called the meeting to order at 7:10 p.m. U. INTRODUCTION OF GUESTS AND VISITORS Mr. Brzeninski is a resident of Evanston. He filed a fair housing complaint with the Human Relations Commission in February 2001 which was amended in May of that year. He was offered a proposal to consider by staff, as a means of attempting to conciliate the matter. Since no further action has taken place Mr. Brzeninski is concerned about the time frames associated with his complaint as outlined in the Fair Housing Ordinance. Ms. Haynes provided a brief overview of Mr. Brzeninski's complaint for Commissioners Wolpoff Higgins and Lane. She stated that he filed a complaint against the governing body of a co-op last year because he and his female friend were denied the opportunity to purchase a unit. He believed that the denial was based on the fact that he was single and his friend was married (in the process of getting a divorce). Ms. Haynes stated that the complaint was later amended to that of age discrimination and in order for the Human Relations Specialist to determine whether or not a prima facie case could be established, the ages of all the owners/occupants who lived in the building had to be known. Staff requested the information from the governing board but their attorney stated they did not have access to that information. It was later decided that the information should be subpoenaed. Ms. Haynes stated that the Commission needs to make that request to the City Council for their authorization/approval. This action is necessary in order for staff to determine whether there is any basis for Mr. Brzeninski's complaint. Commissioner Lane requested that the matter of the Commissioners authorizing the issuance of a subpoena to the Respondents regarding Mr. Brzeninski's complaint be placed on October's agenda as the first order of business, providing a quorum is established. Ms. Haynes informed Mr. Brzeninski that she would let him know what takes place regarding the matter of the subpoena. She stated that Mr. Molinary, Human Relations Specialist, provided her with a complete report of the investigation however, she decided that some additional information is required before staff can render a finding. I111. APPROVAL OF MINUTES — AUGUST 28, 2002 The minutes for August 28, 2002 could not be approved due to the lack of a quorum. IV. INFORMATION A. Commission and Executive Director's Response To The Rules Committee Commissioner Wolpoff Higgins asked Ms. Haynes if she had heard any thing from the Rules Committee regarding the HUMAN RELATIONS COMMISSION MINUTES September 25, 2002 Page 2 of 2 Commissioners response to their questtons and concerns that were reflected in their April 1. 2002 minutes, i.e. the Executive Director's monthly reports? Ms. Haynes responded no and said that she is still waiting to hear from them. A FY2003-2004 Ms. Haynes stated that she has to submit the general fund budget on Monday, September 30''. The other items under this topic were not discussed. V. DISCUSSION ITEMS There was no discussion. VI. ACTION ITEMS A. Appointment of Nominating Committee Vice -Chair Hagenwm appointed Commissioners Wolpoff Higgins, Lane and Cervantes as the Nominating Committee. She will contact Commissioner Cervantes to inform him of such. VII. OLDIUNFINISHED BUSINESS Vice -Chair Hagerman stated that Commissioner Cervantes has informed her that he did not want the monthly commission meeting dates to change from Wednesday to Thursday because he will not be teaching after December. Commissioner lane stated that Wednesday meetings are better for tier. Vice -Chair Hagemann was unable to contact Commissioner Agee for his input regarding the meeting days. VIII. NEW BUSINESS Ms. Haynes informed the Commissioners that the Housing Commission appeared before the Planning and Development Committee (P&D) a couple of weeks ago to share with the Aldermen their plan to assess and determine the affordable housing needs in the Evanston community; inclusionary zoning for new housing construction was one of the issues discussed. They also asked that the Council endorse the Mayor's Metropolitan Planning Commission Report. P&D agreed them is a need for affordable housing but the Housing Commission's concept was rather vague. Therefore the Housing Commission saw the need to assemble a task force to develop various affordable housing options such as inclusionary zoning. The task force will serve as advisory to the Housing Commission who %ill ultimately decide what it is they want to recommend or propose to the full Council. Ms. Haynes stated she will sere as a member of the task force and the Housing Commission decided that it is important to have a member of the Human Relations Commission on that task force. After some discussion, Commissioner Wolpoff Higgins volunteered to serve on the task force. She requested that Ms. Haynes make her aware of the meeting dates and times. Vice -Chair Hagemann stated that a Commissioner needs to attend the public hearing on Monday, September 29* to address the Commission's endorsement of an amendment to include source of income as a protected class under the Fair Housing Ordinance. Commissioner Lane volunteered to speak at this forum. Vice -Chair Hagemann and Commissioner Wolpoff Higgins stated they would be at the hearing. IiX. ADJOURNMENT There being no further business, a motion was made by Commissioner Wolpoff Higgins and seconded by Commissioner Lane to adjourn the meeting at 7:40 p.m. The meeting was adjourned. X. ITEMS FOR FUTURE CONSIDERATION Ms. Haynes stated that the Commission needs to let her know if they want to address these items or if they should be removed from the agenda. This will take place at the October meeting if there is a quotum. Respectfully Submitted: Wi Secretary Date: ��o I EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, November 20, 2002 7:00 PAL - Room 2402 drPR4 VED QMl SIONER.S PRESENT: Mavis Hagemann, Vice -Chair; Michael Cervantes; Richard Wug; Patricia Lane; and Jill Dressna COMMISSIONERS EXCUSED: Victoria Higgins Wolpoff and Dean Francis �QjuIISSIONERS ABSENT: Anthony Agee 5'AFF PRESENT, Paula A. Haynes; Dorothy Thrower Lisa Allen, and Rafael Mohmy CtUE=SMQRS: John BtzezimL-i Vice -Chair Hagemann called the meeting to order at 7:D7 am. 1. DECLARATION OF QUORUM Vice -Chair Hagemann declared that a quorum was present. IL INTRODUCTION OF GUESTS AND VISITORS Mr. Brzezinski introduced himself as a resident of Evanston and stated that he was attending the meeting to find out whether the Commission was going to request the issuance of a subpoena upon the Respondent to provide information to staff relative to a fair housing complaint that he filed against the Respondent in February 2001. III. APPROVAL OF MINUTES — SEPTESI BER 25 , 2002 Vice -Chair Hagcunm called for approval of the September 25 , 2002 minutes. Comnssioner Cervantes coved that the minutes be approved as submitted. The motion was seconded and unanimously approved as submitted. Since the n*uta for August 28, 2002 were not approved due to the Lack of a quorum Vice -Chair Hagcmam called for their approval. Commissioner Cervantes moved that the minutes be approved. The motion was seconded by Vice -Chair Hagemann and unanimously approved as submitted. IV. ACTION ITEMS A. Request for Subpoema/Brzezinsid Fair Housing Complaiut Investigation Ms. Haynes explained that Mr. Brzansb and his Companion, Ms. Carolyn Stnith , filed a fair housing complaint against The Evanstonian Cooperative Apartmmts, Inc., (located in Evanston) and Cagan Management Group, Inc., several months ago because they were denied the opportunity to purchase a unit there due to their marital status. Ms. Haynes instructcd staff, Rafael Molinary, to invcstigate the cooVb dnt but he did not find evidence to support the muital status basis but based on the information provided by Mr. Brzrzinski and Ms. Smith, there were no obvious reasons why they should have been denied the opporuuriry to purchase the unit. Ms. Alisa B. Amoff, the co-op's attorney, addressed the matter regarding marital status; however, staff looked at the issue of age. Information regarding residents ages was requested from the co-op's attorney vvho advised staff that they did not have it taxi could trot get it. Ms. Haynes stated that the Fair Housing Ordinance gives staff subpoem power, which requires approval by the Commission. She stated that she was not going to provide the Commissioners with in-depth details of the complaint because if she derides there is substantial evidence of unlawful discrimination based upon age, the Commission could be the body that adjudicates the matter. Mr. Bmerinski stated that based on information that be has researched regarding The Evanstonian and other cops, he suggested that the Commission look into the practice of co-ops because there are buildings in Evanston that have one type of individuals. Additionally, his research indicated dw there is a bond empowered to look after the fmancial intc7,rst of a co-op that acts as a club to dekmnine for other than fmancial reasons, who resides in that building. Mr. Brrezinski stated that he and Ms. Smith were well qualified, financially, able to HUMAN RELATIONS COMMISSION MINUTES November 20, 2002 Page 2 of 3 retake the purchase. Ms. Haynes stated that regardless of a co-op's responsibilities they do not have the right or authority to discriminate against anyone. In addition to Ms. Haynes previous connnents, Mr. Molinary stated that the evidence presented by Mr. Brzezinski and his companion was not enough for him to make a recommendation as to whether discrimimtion occurred regarding marital status. He stated that Ms. Haynes would make the fuel judgement as to whether or not there is reasonable cause or substantial evidence. He stated that widwa asiting for the infornm ion regarding age by the powers of the Commission, staff is at an irnpasse which is the reason the Commission is being asked to issue a subpoena. He stated that both the issue of rnarital status and age are open in the complaint because a decision has not been made by Ms. Haynes and only when she looks at all of it and nukes her recommendation will decisions be made, as to if and wiho will hear the case. Commissioner Cervantes asked what happens if the attorney for the coop does not provide the information requested once a subpoena has been issued? Mr. Motinary stated that if the Respondent fails to cooperate interWonally as opposed to not having the infomation, it could be defaulted due to their lack of cooperation with a duty issued subpoena of the Commission; if by default or if it is determined that the allegations are based upon substantial evidence, a hearing will be held on the allegations on the respective bases. Based upon the infamution provided, the following motion was trade. Commissioner Lane moved that the Commission issut a pk22M for the predygion ofadditional document information from the Respondent The Evanston Cvoverative Apartments. Inc. and R_gMaden Cagan Management Group. Inc.. compelling both Respondent parties to provide anv and all information in their possession, including. but ljoi limited to purchaser am,plication record , oKwer/reridencv list and current residential status list. indicating in amv f( rkion - {I rlu orcumnt residents i>1 the complex whether said residents are urgers or renters and. (b1 the cases ofnast gRDlicanu rtau "fin Eva►ut nian approval for the ri htt t to purchase or rent a unit in the complex and resu! o their a alicarion t r he ast three Qj neag. lire mot/on was seconded by Commissioner Wug: Commissioner Dressner suggested that the motion be amended to include additional language for the motion to read: " ... to provide any and all information in their possession or control, ... " The Cotnrnssiono agreed with Conirnissioner Dressner's suggestion. The motion was unanimously approved. Ms. Haynes stated that staff will contact the Law Department and nuke arrangements with them to provide wording for the subpoena and get it delivered. She told Mr. Brzczimi i that she would inform him when this action takes place. At this juncture of tine meeting, Vice -Chair Hagemrann asked the Comuflssioners and staff to introduce themselves. B. Election of Chair and Vice Chair or Co -Chairs (Vice -Chair Hagemann moved this item to be acted on after Ms. Haynes' presentation) V. INFORMA71ON ITEMS A. Presentation 1. Review of Commission and Staff Responsibilities, Activities and Role Ms. Haynes presented a power point presentation so that the Commissioners; will have some sense of the Commission's responsibilities and how they and staff will work together on various issues. The topics addressed were: The Fair Housing, Fair Empk7fient and Feaidend4l and Landlord and Tenant Ordinances; the Summer Youth Employment Program; the t.:ommUN17T Picnic. Employment Dirertminatlon Complaints; Sexual Harrassnment and the Alternative Dispute Resolution. Ms. Haynes responded to questionslcotraixnts and clarification of issues as they arose. During the presentation Ms. Haynes informed the Commissioners that it is budget time ooce again and the city is facing a 55 million deficit. The City Manager informed all department heads how much they will have to red = their budget at their rcrAar meeting today; she has to reduce Human Relations' budget by S20,000.00. This year she requested CDBG atones to futmd a full-time position for the Sumpter Youth Ernployment Program 2. Holiday Fund Plan Ms. Haynes stated that every year the Evanston American Legion hosts a pancake breakfast in November and donates $2, 500.00 of the proceeds to the Commission to purchase gifts for less fortunate children in Evanston at Christmas. The breakfast will take place again this year. This yen staff is soliciting daycarr providers for recipients; letters and nomination forms were mailed to them two works ago. 3. 5h Ward Learning Center Update HUMAN RELATIONS COMMISSION MINUTES November 20, 2002 Page 3 of 3 Vice -Chair Hagemann recommended that the CorrnmssioneWstaff read the article in the Roundtable regarding the proposal for a learning center or school made by the school bond for the 5" Ward at their Monday night meeting. She stated that she has a feeling the issue might come before the Commission to be discussed based on what happens. Sbe stated that the 56 Ward has always been bussed. When Evanston de -segregated in 1967, Foster School, which was all Black was turned into a laboratory magnate school. Students that were attending Foster acre divided into groups and they have been bussed to the northern schools for the past 35 years. The evidence which has been very strong, indicates that the majority of Black students who are being bussed to these schools, are poor and doing worse in their classes every year. Commissioner Cervantes suggested that this issue be placed on the Commission's agenda for the beginning of the year. He stated that if staficould obtain a tape recording of the school board discussing the 5° Ward issue, he would be willing to review it and prioritize concerns that the Commission could address. Ms. Haynes stated that the Commission is aware of another article in the Roundtable that was written by an Evanston landlord who addressed an experience and concerns that he has with Evanston's Section 8 Housing Authority Office. C. Election of Chair and Vice -Chair or Co -Chain Commissioner Cervantes was selected as Chair of the Nominating Committee. He and the others Nominating Committee rtternbers, Commissioners Lane and Wolpoff Higgins, talked with the most tenured Commissioners Vice -Chair Hagemtatm and Commissioner Agee to see if they were interested in serving as Chair or Vice -Chair. Vice -Chair Hagemam stated that she did not want to serve as the Chair or continue as Vice -Chair of the Commission. Attempts to contact Com rn ssiorrcr Agee failed. Therefore, Commissioner Cervantes stated that he was willing to serve as Chair and Commissioner Lane agreed to serve as Vice -Chair. There were no additional nominations from the floor. As there were no objections to the slate, the new officers will be installed at the January 2003 meeting. VI. Old[Untintsbed Business A. Retreat Comartissioner Cervantes stated that with regard to the Commission meeting in December, he has an alternate plat due to the activities that staff will be involved in (shopping and preparing the office for the annual gift giving for fortunate children). He proposed that the Commission have a retreat in February and that they have an informal holiday get together at a restaurant to discuss this retreat; staff does not have to attend this gathering however, Ms. Haynes stated that she will be present. Commissioner Cervantes stated that based on past ten ts, he suggested that the Commissioners/staff restrict their proposed ideas to one year or eighteen months. He stated that if a full day cannot be devoted to a retreat, a half day would be sufficient. Commissioner Lane stated that based on pest minutes that she has read, a good deal of the meetings were spent wrangling with the very issue they are now discussing and that the Commission should meet to discuss and act rather than simply discuss. If some of the wrangling and extended discussions could take place prior to a meeting, then the Commission could mnvc forward instead of going around in circles. Commissioner Wug stated that he to believes a retreat is a good idea and based on the presentation that Ms. Haynes presented, the Commissioners have a great deal of responsibilities and some changes have to be made as to how they should addressfact on issues V11. NEW BUSINESS A. Holiday Celebration A tentative date of Tuesday, December 10d' was set for the Commission's holiday gathering. Commissioner Cervantes will select a restaurant and notify all of ahc Commissioners of such as well as those who were unable to attend the meeting. Vlll. ANNOUNCEMENTS Ms. Haynes announced that the lighting of the C u strnas tree will take place on Thursday, December 5* at Fountain Square. ix ADJOURNMENT There being no further business, Vice -Chair Hagetmann adjourned the meting at 9:15 p.m. Respectfully Submitted by."'.� Date: e EVANSTON HUMAN RELATIONS COMMISSION 2100 RIDGE AVENUE, EVANSTON, IL 60201 MINUTES Wednesday, January A 2003 7:00 P.M. - Room 2402 APPROVE _ MLcM0NERS 0ENT• Michael Cervantes -Chair; Patricia lame- Vice0air, Dean Francis; ]ill Dnessner; Mavis Hagernann; Victoria Higgins Wolpoff; Richard Wug; and Anthoy Agee STAFF PRESENT. Paula A. Haynes and Dorothy Thrower Madeline Goldstein; Scott Gilbert; Leane Casten; Kathy and Dan Glkican; Dennis Dbcon; Dick TtroFin; Laura Kramer; Pete and Mary Delong; Gil Gilman, Erna Sdiefas; Nancy Reno; Cr Wna McTigue; Natli Gray; Arrya Cordell; Emil Sdrepers; Mike Slttas; lee Garrison; Mr. Young; Bill Gilman; Neal J. Ney-Director, Evanston Public library; Valia NoarranWadman-The Daily NorlInvegern• Hollis Settles - Evanston NAACP; and Mary G&v1n-- et21« & CWvw lhss emaiikid 0e,sslir,,p tv orderat7: tO p m. L DECLARATION OF QUORUM Chair Carvanbes dedared there was a quorum. IL INSTALLATION OF NEW OFFICERS Chair Gervantes Introduced hirnsetf as the newly ekxted Chair and Pat Lane the eiecbed Vioe-Clhair of the Human Relations Commission. Commissioner Francis stated that this was his first meettng. He is a seven and a half year resident of Evanston and is a Pastor of First United Methodist Church. ZIL INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comment Guest speakers for W Liberties Union and its visiting supporters Introduced d ernselves. IV. APPROVAL OF MIlNYTES -- 3anuary 26, WN Chair Cervantes tailed for approval of the November 20, 2002 minutes. Cornrnissioner Hagernann moved to approve the minutes for November 20, 2002. The motion was seconded by Commisslorw Wug. The minutes were unanimously approved as submitted. V. DISCUSSION ITE14S A. Civil Liberties Resolution Chair Cervantes gave a brief overview of the C rrimission's charge which is defined In its Mission Statement: 'To faster, amx rage and Ahwkte Me kWwwmwt ofhurnan MOMNK a+no V and behh+een dt -&N ofaffixes, wbrs, creeds, mGicmal orrfpi►4 sox* age fmnhiial S&*,r mantel status. rafg* , PhyskaVflxVx l off, 9Se%zral0rhienla0W , andeaanh vnearnd e caftol and k"5fs so as to plv"W all Indlv#eh& mM an epual cppcfhffW to grow, partf*wfe and ire to ffie best of d*k aWlty In our e+conoin#4 e&owbiixwl, PeaUteical, social and PAW .systafm He stated that K Is his hope that all Commissioners or dozer who appear before the Hunan Relations Commission recognize that often time there Is o Wict with the drop part goal of the Mission Statement. It Is diffiar;t to come up with sokdions to Issues that sheet both goals, yet this Is why we are dharged to do. It is the challenge of divergence and conver9mce of goals which makes the work of the Canmission r HUMAN RELATIONS COMMISSION MINUTES January 22, 2003 Page 2 of 5 so Important. Following are summaries from the primary preswters of the Civil Liberties Union who provided commentary In hopes that the Human Relations Commission will support and pass a resolution which was prepared to defend individual rights. 1UdMIno Goid"n: Ms. Goiifdsia►n has been an Evanston resdent for approx*nately 29 years She Is a joumal& and a member of the '8wrd of dricapo Co mOm To Dldfierd The &I/ of Rights" .She hdlped form the Evanston CM/ Liberties Cdra AYW wfio ttafiad tfae resolution beat Kw,, , w.:- J to the Ccmagssk n to begin the process of paxsing in defense of the aorrOh tion arad doe B/ll of Rights In Ewanstan. Mrs. Gorfdstain stated that Mast Fitymary 300 reskknts In AbrM Hampton, MlarssadWUM for aeda Bill o(ROW Commie in respprxse to hasty and sea d e passage of the USA PatrW A4 whrch is an aott to or&m M beat threat errs ones' m ufflutonal nights Added to the Pahaot Act are certaln everut w orders, the most recent and *voi i►tia1#,, is the htme and Sercunty Act (H45) wfarh es appraaorraat* a SAO page document that was given to Sewt vs to wote, on WM only 30 hours to examine & The H4 S ghes more power to the feoferal go".-!mment and mane �s on evil hberbles BofYr bift were parsed hiffrwdy and most Senators stared later beat they did not have a daance to read tree bins. At this ffim there are ajgwvx rrsataly 23 hmnVot s amass tfae country who are opposed to tfae inhfngement on areas' oW AOerbies and cons futon. She is very about raabm al security and how Anaerxw s can protet t � frvm fur0e r acts of IenMSm. ft GotS&in stated that the Resorudm they want piassed in Evandnn serves as a means or: (1) Educabbn which Is why the resati ion bratWes sec&v of tree HAS and Pabaot Act because most pieople ob roof hawr any A*v of the Ads language and the affiec& Mey *0 tare on their lies; and, (2) the Resdluban is aEw symbolic of stdrldhg cp to the C nstifubion and W of Rigfs and jhwrfrrg to edger dkwsands ofpeopie who are d 64V die same. Lame Kerber:. Ms: Kristen has been an Evanston resdent fors years; .She is the Pfresaaierrt of "ChiWo Media Watdr'and she att wxAsd the meeeCing to ask the Comm lion to pars a resatt on to defend duel libertes and tree narrsbtubion. Ms Kasten tad abaut the Fourth A,, ; . J+ , , t WWdr staffs.• ' The rWt of the peoprie to be secure In theirpe-som, &xses, papers and aillhcfs; a9302st unreasonable sewdks and seaures"not be vxgatadandno mm7ant shall i uq, but clean pmb abrie cause mffartrd by oath or afffmaabion, and Aarfifawtsriy di:.,,., , i.t i ,_ doe pbx to be served, tine persons or things to be seized': She staGadbfiat the A!nb 9m s new of£e oflnlbrmebiw Ana es bo#&ng a system wlk d Total1nlbrma&bn Aneraraess , deaf Herd °*pn7yi a govenb7mW drodals Write ion medtafe amass to our personal infib naaban, all communxabion induding please ca f . &malis and web saardaes, finandal re qYs, stare purdmes, pnNap ru, sdvd and medical rea ords, and b'avd hlsbary. She stalled that she cannot mmprdaerad how this wzll halo In the war Vairrst terrorism. This also means that chosen ofikials den Halt Into an Indh Yduafs home unannounced, can *xta svardr, dcsappear aradrxmv rkave a trace ofb*r jonz ernce Mls. Kasten stataf thatshe was happy to Fired out that C,. o Q• - „an Russ Ferng U, a Diem carat from Wsmwn, is planning to /ra WLW fegM360n on Thursday to hall the Pentagorrfs Toallm rmabtan Awereraexs Program; he rs not only getting Dffnoo-a& szgmwt but some from Repubfiam ft Karsten stated that fibrrary Ravallance, is already in per; librarians are szppose to report what boats or daamnenis peopie' are dae�lg out Wfdxrrrt the g+ov rnment's know edge. Jim Hightower pd tshes a dra WXWt endbfed.• 'I_ow Dbwn' beat pr odes a d %cr pWVinfbm0borr rngardirag the PahW Act and how it 0+0 allhl citte s EmM SL . , . , - Mr. Sdrepers k a harmer MMO( nit of Evanson and a the Pfpyram DVredor of the 1'rAz90 Committee To De0b d The iW of Rights , whA7es a regional orWnaubm wrarb g on cml libe t es Isscaes The Committee was founded in 1960 WU* nos tfie tall end of MicCarthy. Thee Carry xkte e's arz�raal purpose was to war* for the eliminaban ofan entity calleid• "The House Co►run/tlee on Airmy7can Adlvfbies I and were st rrl in oioiry so Me stated doe rower dttee is aware that wY)e everthegioserrunmentumferthenw/aidorppraivedtfWzMofafbmgn rraeraace gives &e/fettaprak&yponers, ithas historkz#y abused those pn»ers Mr. Sdwp&s stated that the Patriot Act and HAS are only two of many things Drat are hagpperrkV m0tve to abuse dfp mer. The government has also brought /n a number of executive ornfers that have darrgrers in deem tar dvxl hbwb es he stated that Nancy C7a3ng, the Senior Li gabon AtlnnW of the Center for Gxzstilutiorral Rights, has written a very good analyw of the USA Patriot Ad whJch is avarlabiLe on their into rfxt ao : org. lAs 5& ted drat sume of due bWest dangers of the tIS4 PatW Act faring crtrzew s d e way they have reoiefined terrorism. One Is doe way they have oeated "dormdstic &wor&n o**kh s an Aiga/ad w/aeUkr vaialent orno4 whkh appears to be intended to GWwYnce pr6k gcainkn or gmemrraent polay Mr. Sdae;oers stated beat the &mcbhn due current actninestrabon is taking duraahm the s gwrabbn of power. r. There Is not a sJrrgute word in the Bill of Rights In the United RahConstitution drat dlsb'ngucshes oMnaw from non-ddzeres In terries of fast xna?dnent and due process nghtr. Dan Gllclrmt: Mr. G Ackan stated chat when the prdpos ed CW LrberfW Resdubion was being per paned, the male ca ftormes were grtacped tbgeiher to dstirguhh and -terror m and doe kgt ante pollh a1 fine aWressiion of any kind whkh has been HUMAN RELATIONS COMMISSION MINUTES 3anuary 22, 2003 Page 3 d 5 o6esared with regard to the US Patriot Act,• where the language appears to influence the poky of the government by 1ntArrhria(aWn or coeroon. The H_SA a/bws the government in an emeryenxy, to break apart a family or btwness without any USA rewrah - There are evacuabo ns #anned and giving eVer mental vaainabons of unproven dhAgs that are mandatary. The neguitabaw that are watteyn for these Acts and violate the Geneva accord are: (1) Blurring the disb'n0on ofandternorism and kgd*yuirepoftaletpressim; (2) suspending due process; (3) there ns a separation ofpnwers, and (4) a mynid of things that are not so AA'tie Be saggeste d that perhaps some of the law Pnwt ssors at AOrthn estem could provkfe savrhe kgal analysts in ., the final resWubtwx .riooft Gabo t+ Mr. Goert has been an Evanston rmkLont for 4 ywfs and is a member of the Aoccal group, Weghbors For f mw-. hfe atliaadedbhe rrheebV to support the owllibe►bies resolubbon. He slated that the resolution ►ties brought belti7ve the Huhmran RAA%*rhs Czar iziorn because the laws passed by Congress can and Lowe been found in the past, to be onconstbAunal and the aovzd%Lfan symW defimt* take Pn%r&-nce drying ams sdiaabioras He Provkfed a copy of Alovth Hannpton'z Reshaka x whfdh rears to eAectad oRawWernPkYees who might be or are being affected by tine Pa&W Act These lnd* diaa& arse beiv muested to hand over infarmab n or do things theyfeel are Infringing on peoples'mrubiftbional rights. Mr. 07bert stared that be hrou id hke the C orison to support the re Wut on. Arrya Conk N: ft C rdeff,& an Evartstorn resx*nt. She cs a member o(heiighbors ForPeace and one) earago, she started an orymi a W erhtilh(Ed.• -7he QvpWgn for Coflathral Compmmon ; on belha/faftNe fWAA65 afthe Irhd'vhiduals who were mw&yed adl ar S"w*ff 11, 2oa2 an the hate bklash. Ms Car" attended the mee o f to support the aW hberftes ,issue and prmO d hNiar obbn rdab%v to the tragic Impact that cs taking pboo agaInst rruaocent individuals in h* entry. She sbted OW the L MOrabban of Naft a kabion Swvke (I1U5), is aordkxting special rWistrabons on targeted gro4z of immkgrants, biausednoton anyAvnown orsuWaated *rang ding ofthese indWuals, but pot* roundups thatare based on theircountries of anoi►r - sped"f' W nwAes, ages 16 and up. Ms Comb► stated that Senators Xamedy, RrAego►ld and LIS RepnzwMatrve Car4assentakdertoJbhnA calling foranffwxdiatehalt tothe lAf5spiedalreg ftaban. Last Fniday,Januaryl,'at Erman Tows* Mgh Sdhmg pamrts ofjun vrs and shenbrs re+rerkW a letter stating infnnnabfon on all male and 1ernak jkn randsuerhdbr5ftA teats wuauuid be subrnifted to the m4ilafy autcvwbhacy. . lfparents falru d to proms this kAwnabbo, ETHS ors mqueged that a ktter be seat to the sdho l by Fnday, January 2e. The govemmerht also toed parents not to to d el sen&w a Aetlar of rdizW because they could get the Infamhabon e6 ewhere She stated that ties wiok es the Wo Left B~Ad , *tA* is supposed to prok-a ch Umw well bang, it'ssuppose to shake sure do dren cam tos dxw not hwvrffiat d1*-Y blare admtete health care and s dvokng. Ms Ca" s Wwd that there was a dause also embealaied in hW act that states sidhoa& add not get funding /f th ey did not prov b e thes an(mmation to the mrhitary. .She urged the Carrrrrh&Q an to Wk for ways to support the Resduban rather than ways not to support it. N@W Ney: Afn Afeystated that he Is the DIte ctor of the Evanston Aiblt Libraryand he was asked to atte rod tine meeting by ft fA*nes top vmik kntvn tvn regarding bhe aAcli bon ofbhe govemnwt's law to have aahess to public library remvrls He staled that the pvbfiic library nmds are protected by law and by public pdades almost emery p" in the Un&d .States since the 191SM Anhong the many ways that a govhernmental agerxy could oblain b'hose re vr& was by bhe issuance oaf a subpaew Under tue PabW Ad the records can now be obtalned by a warrant rather than a subpoena; a ►+errant can be served 1,, , , : , k a;.),so the libraryboard ordty administrabon has no opportunity to resist the search orask bhat It be p m*en there Is a just came liter di- seatcf . Mr. I ft .stated that he could call kgat counsel and have them verify that it is a k 3/ warrant hie stated triatavnwtty &Ye Lowe been no scan tees of the Evanston Public Library nx rds under Ube US4 Pat hiotAct Howevt, if Uhere had been any, he courAd not say so; he mxuld be in v i bb on of the law's gag order. He .stated that betas seem another dram resnokftn UW is drlferm t from the one that has been pry-smted to tine Carrlrncssion and it concerns him because it comWWsmw weryserbus st3tukxy errors He hopes the draft resWub>ion presenW to the Canm4u= has been vary rarefuMl d*d d for facts because It coo be embarrassing and undermine the intent of all its supporters. The, were concluded. Chair Cervantes thanked the Civil Liberties Union primary presenters for providing Insight as to flow the Patriot Act and the Homeland Security Act pose a threat to the constitutional rights of c ittrerzs and non-ddzens in the finked Stapes. He invited the guests/vLSitors to remain at the meeting while the Gomm ssioners/staff reviewed and dMussed the draft resolution and to decide if them were odd options thhey wanted to consider in making their decision. The resolution tfnat was presented to the Commissioners was an accumulation of other resolutions that had been passed or were In the process of being passed In other states. During the review and discussion, the Initial guest speakers and other members of the audience provided additional con ments and reiterated their support of the previous statements given. Ms. Haynes stated that if the Corrxnission decides to go forward with the resolution ft would have to be revimved by the dty attorneys and they HUMAN RELATIONS COMMISSION MINUTES January 22, 2003 Page 4 of 5 will not approve or prepare a resolution surely would not put a city employee at odds with the law. It was agreed by all that it is hard to understand the 99 to 1 vote for the Patriot Act. If you one vote against the Patriot Act or the Horneland Security Act then their patriotism comes Into question. As a result of the discussion, Commissianer Francis moved that the Commission instruct Paula Haynes, Executive Director of the Haman Relations Commission In conwitation with Chair Cervantes, to arrange for the holding of public hearings on Evanston, INinois' Resolution to defend CMI Uberties; to be held within the next 30 days to discuss civil liberties and the possible adoption of the,.. .j:.J resolution. The motion was seconded by Commis low Hagemann. A brief discussion fokiowed as to whether thts was an appropriate amount of time. Ms. Haynes stated that she believes the hearings should take place at the Ovic Center in the Council Chambers and that they be televised on cable. Chair Cervantes stated that following the hearing the Commission would ad on the resolution. There was agreement by the Commissioners that 30 days was enough time for them to arrange for a pudic hearing on the resolution. The motion was unanimously approved!. At bl* juraetwa of flue mewing M&r was a 5 m1W& bnwk B. Meeting Protocol 1. Reports 2. Packet iten r fomation Chair Cervantes stated that due to the meeting time he wry dlsa ess the meeting protocol at the next meeting. C. 2003 CommUNrtY Picnic Ms. Haynes stated that for the past five years, the CAmm UNITY Picnic has been held on the last Sunday in August September. The last Saxiday this year happens to be Labor Day weekend and she wanted to km if the Commissioners wanted to change the pkek date. She expialned that If the picnic date is changed to take place one week earlier than usual, the Belizian ad A atiora will be taking place; if the date Is changed to a week latex than its usual date, sc he of will have begun. After a brief dilmnslon Cc, � er Agee mowed to have the CommUNrIY Picric on its usual day, the last Sunday in August. The motion was seconded and unanimously approved. Chair Cervantes urged all of the C. t.oi. , to attend the picnic in a partidlRtrxy mann u if their schedules allow them to do so. VL ACTION ITEMS A. Standing Gommittee Appointments Chair Cervantes stated that currently there are three Standing Committees which are: (1) Housing, (2) Education and (3) Community Issum He staged that the responsibility of the Housing Committee Is to work dosety with staff In addressing the number of housing responsibilities; there is some housing legislation that Is still pending. The Education Committee has some pressing issues that the Commission should be Wwotved In i.e., the possibility of a new charter sdod being built The Community Issues Committee is responsible for keeping an eye on or being focused on things that are happening In the community. Chair Gervan tes proposed that the Committee structure remain the same for now and perhaps later on other oon mittens can be established if they are needed. ViL INFORMATION ITEMS A. Executive Director's Report Ms. Haynes provided the Commissioners with a written report #fiat covered states activities from September i through Decernber 31, 2002. She reviewed the report &anuighly which contained Information regarding the FY 2003 —2004 Budget; H using Issues; Holiday Fund; Program Service Ste, I.e., lan kwVTenant and Fair Housing nvestlgatians, Police Reports, Mediations, and General Issues. She responded to questions or comments from the Commissioners. Vke<lWr Lane asked Ms. Haynes If she had any information to report regarding the Commission's request for the issuance of a subpoem for information I.e., the Brzezinski's Fair Housing Cbmplaint7 Ms. Haynes stated that immedlateiy after the November 2002 meetiog, she made a request of the ctty's legal Counsel to prepare the subpoena; she has asked about its status and Is being told that thr are working on it. She received an e-rrrarl from lair. Brzezinski today regarding the subpoena which she forwarded to the Law Department. HUMAN RELATIONS COMMISSION MINUTES ]atwaiy 22, 2003 Page 5 of 5 W. Haynes stated that for future meetings, her report via axftin information for a one month period and it will accompany other mewling materials that are malled prior to the meeting. She stated that she is open for sL,.,-X. ,firm the [omsni sioners regarding additional Information they would like Included or things they feel are not necessary. VIIL OLD/UNFINISHED BUSINESS A. Retreat Chair Cervantes step that a retreat for the Cwwnissionerslstaff has been scheduled for 12:00 now on Sunday, 3anuary Z at First United Methodist Munch. Mayor Morton vla5 invhed to the retreat to provide input. Although she has Indicated she will not be abk t do so, she wil send a letter and is w ling to attend a future meeting. W. Haynes stated that the City Manager was also kwited to the retreat and he wiil be there. A request was made of staff to prepare infonradon packets regarding the Corrtn*alon's chargelresponslbllities prior to the retreat for the Commissioners to review. S. FY 2003 — 2004 Budget Ms. Haynes dfsarssed this item in her Executive Directors Report. V13L NEW BUSINESS Ow* Cervantes urged the Commissioners to review the iniarmatioryreports that are contained in the meeting padkcts because sorrre of the issues might relate to Commission business. He also reminded the C. —& of the Qrirsgo Hunan Relations Corrrnission Se Annual Wncheon and Awards NeRntabon that wK t Sae place on Friday, January 24r" apt 12:00 moon. DL AWOURNMENT There being no further bu*xw, Chair Cervantes adjourned the meet at 9:58 P.M. Respectfully submitted W. Dm"Thrower I Secret3ry - 4&;11-5 EVANSTON HUMAN RELATIONS COMMISSION 2100 RIDGE AVENUE, EVANSTON, IL 60201 MINUTES Wednesday, Febmary 26, 2003 7:00 P.M. - Room 2402 APPROHEp COMMISSIONER_ MUENT: Michael Cervantes -Chair, Patricia lane- Vice -Chair, Dean Francis; ]ill Dressner; Victoria Higgins Wolpoff; and Richard Wug «DIY Y _�} �i► * : k • L • • . L vrcrrnQa�r�u 5r5� Pemv Tarr and Betty Ester oke r Carvarddae called the nw etla0 to orde r st 7.•03 µm. H & /nliormad the CarnndrerAaY sere d&st /Mk Hajn► m w xild not 6e at the , , ...:, L DECLARATION OF QUORUM A quorum was declared. �i IL INSTALLATION OF NEW OFFICERS Chair Cervantes stated that at the January 22, 2003 rneetirrg he was nominated as ttre new Chair and Pat lane the Vice -Chair. IM INTRODUCTION OF GUEST & VISITORS A. Chimer Comment Ms. Peggy Tarr seabed that she was attending the meeting as an observer and ttrat she has applied to be a Human Relations commissioner. Ms. Betty Ester stated that she also carve to observe the meeting. She wanted to know if someone from the Commission Is on the Housing Commission Task Force and has the Commission taken any action regarding the housing vouchers for Source of Income? Chair Cervantes Intiormed her that Commissioner Higgins Wolpoff and M. Haynes are .., ..r ws of that Task Force and the discussion regarding Source of Income has been post;oned until the March meeting at which time Ms. Haynes will provide an update. Commissioner Dressner stated that a bill was inbWuced on the statewide Level to include Source of Income as a protected dass In Illinois J. ,M ately two weeks ago and hearings are scheduled in approAnabely two weeks. IV. APPROVAL. OF MINUTES — 3anury 22, 2003 Chair Cervantes called for approval of the January 22, 2003 meeting. Commissioner Dressner stated that the minutes re&d a quorum was declared however, Chair Cervantes did not of idally indicate such and requested that the minutes be eorretbed. Vice -Chair Lane stated that on page 2, second pars., ttre spelling of Ms. Kasten's name should be wrrec ed; also In the second para., Ilth line, the Congressman's last name should be Feingold; and on page 1, under Discussion Items, after Chair Cervantes read the Commissi n's Mission Statement, Commissioner Dnessrrer sated that his other oxnments were unclear to her. Chair Cervantes provided the fdlkrMng amendment for the record: hi° stated eclat It pis A& hype that all Cumrn&k hers or oW&u who appwr beibxe b`ie Hanw Rabbbm Camm,Is Aw rewgnke Mat olaq Lim d>ere is conti& with ttie torn part goal of the Mrssw S7atevn L It is &7kult to omens Lp wo snlutiam to &weg drat meet both goals, yet this is wtrat we are d argued to do. It is the drafihnge of diem and c nepence of go,* r A:h makes 117G' wrxk Of the CORYnaTiOn s0 knWfWnt Chair Cervantes sMW ttnat on page 4, 1't para., fine 6 should read: "Chair Cervantes stated dot following the "hearing' ........ . There were no other corrections. Vice -Chan Lane moved that the minutes be approved as amended. Commlssloner Wug seoxxied the motion which was unanimously approved. V. DISCUSSION ITEMS A. How the Executive CortnmUm will work Chair Cervantes stated that the Executive Committee met for the first time this year and their discussion loduded how it will function (1) The Committee will make every attempt to meet the first week of the month HUMAN RELATIONS COMMISSION MINUTES February 26, 2003 Page 2 of 4 following the regular meetings. Their prirrtiary responsibility is to prepare the monthly agenda and It Is important for the Commissioners to provide feedback as to what should be included and, (2) The Committee will do a preliminary assessrnent to determine whether an issue should be on the agenda and if falls within the Commission's mission. If a Commissioner makes a suggestion and the teem is not on the agenda, he wants that Commissioner to question why it was chosen as an agenda item and helshe will be given an opportunity to discuss the matter in greater detail at the next meeting. He stated that the by -taws will be followed as much as possible. The perception of there being the 'Commission" and "staff' has to be eliminated; the Commission consists of both and the two have to play a much greater role In making sure that whabever pluses and minuses that come with either, the burden or glory is shared together. The Executive Committee has to cor"Jer that the by-laws state that it Is the role of the Commission to co -manage staff. There are some issues that have not been addressed in the past and the Commission has to become more aacusinmed to dealing with therm. B. Commission Composition Chair Cervantes stated that it was cl .;A at the January 2003 retreat that the Commission would table any dlsarssbn regarding Its composition, Including that of advisory groups. The Commission will function through its members and staff. However, the Commission will make every effort to keep in touch with as many community groups as possible. He stated there is nothing that prevents the Commission from developing special task forces of community groups as needed. With regard to filling Commission openings, it Is the Mayor's responsibility to do that but there is nothing that prevents the from recruiting individuals. VI. AMON rm"s Chair Cervantes staled that he would lice for the Mayor and City Manager to receive letters of appreciation for their bVWattendance at the January 2003 retreat. For the record It was agreed that the Chair and Vice -Chair would prepare letibers of appreciation to the Mayor and City Manager under their signature on behalf of the entire Caivnission. VXL I1001iMATION ITEMS A. Executive Din ect oe's Report Chair Cervantes stated that Ms. Hayne report indicates the Summer Youth Employment Program (SYEP) budget was out by $20,000. He staled that he recdved a letter from the Mayor regarding the SYEP which he would read {aGer in the meting. He is going to address the role of the part-time coordinator with W. Haynes and the matter will appear on the March agenda for discussion. Chair Cervantes stated that Commissioner Biggins Woipoff wig also provide an update on Inclusionary Housing when Ms. Haynes addresses housing vouchers/Source of Income. He encouraged the Canmissioners to read the Fair Housing Ordinance. VIII. OLD/llNFIMSHED Bt>; NESS A. Standing Committee Ap,... L . _ �ts-Rales/Responsibtibes of Committee Chair Cervantes stated that the Exeaitive Committee decided to continue with the current committees which are: Education, Housing, arxi Cm munity Issues. He agreed to work with Commissioner Hagemann who is the only Member on the Education Committee. Members of the Housing Committee are Commissioners Wug► Higgins Wolpoff and Dressner. He stated that since he has strong feelings regarding housing issues he would also like bD be a member of that Committee. The Community Issues Committee consists of Commissioners Francis and Vke-Chair Lai ne. Chair Cervantes stated that he will contact Commissioner Agee tD find out which committee lie would like to sit on. He stated that the Committees are expected to meet on a fairly regular basis and at least once between monthly meetings to determine what items they would like to present to the Executive Committee as possible agenda Items. After a brief discussion it was derided that the eommittem would meet the second week of the month after the regular meeting. Chair Cervantes stated that the committees also need to determine their Information sources. He encouraged ahem to kook at the city calendar that provides dates and times of other boards, committees and commission meetings that might be appropriate for them to attend relative to their committee's Interest. He stated that he has asked Ms. Haynes to provide the Commissioners with a list of community groups that the Commission should connect with. Com- mbskxw Wug ;fated that according to Ms. Haynes' Executive Report the statistics that she provides regarding land- lords and tenants appears to be a way of addressing some of the housing Issues. Chair Cervantes stated that these HUWN RELATIONS COMMISSION MINUTES February 26, 2003 Page 3 of 4 figures and other statistics are all of the things that staff address/responds to on a daily, according to those statistics it is not difficult to conclude that staff spends a lot of time on housing and as time goes on he would like the Cbrm- misslon to see what they can do to alleviate that burden. He stated that the committees are responsible for educating the Commi stoners, developing the Commissioners initial Insights, developing proposals and/or presentations for further discussion. Lastly, the Commission has two basic kinds of work; reactive and proactfve. The entire Commission has to be reactive and the committee structure is the best approach to be proactive. B. Update of Public Hearing — Civil Liberties and the Patriot Ad t..orn missioner Dressner questioned whether it is normal precedence for this Commission to have co-sponsorship by a private organization (the League of Women Voters (LWV) for a public hearing? Chair Cervantes stated that Ms. Haynes was contacted by Cheryl Wollin, head of the LWV, who indicated they would like to co-sponsor this hearing. Commissloner Higgins Wolpoff stated that when e-snails were sent to the Commissioners by Ms. Haynes regarding the LWV's request; she trusted her (Ms. Haynes guidance. Chair Cervantes stated that he was not opposed to the LWV acting as co-sponsors if this would promote what the Cormmirssion is trying to accomplish. The objective/ decision was made based on the LWV's vissbility and notoriety In the community. The question was also raised that since this Is a public hearing floes It have to be recorded? Commissioner Drhessner reminded the Commissioners that at the January 22nd meeting Ms. Haynes Indicated that the hearing would be televised on cable. Therefore a tape will be available for the Commissioners to review. There was some discussion regarding the time that should be allowed for panelist or citizens to speak. It was agreed that each person will be allowed 5 minutes. Chair Cervantes stated that In order for the CarnmlssiDn to be viewed as an unbiased body he will try to get someone else to sit on the panel who are In favor of the Patriot Act C. Meeting Protocol Chair Cervantes stag there was no need to discuss this matter further since It was talked about earlier In the meeting. D. Update Commission's Retreat Chair Cervantes asked the Commissioners If there Is anything from the retreat that they would like to reinforce or should be on the agenda? Commissioner Francis stated that he thinks the Commission Is moving forwarded with some of the Issrues raised, specifically the matters relating to the sub-cornmittaes. C. Update FY 2003-2004 Chair Caervanthes Indicated earlier that Ms. Haynes' Executive Report, the SYEP cut arc) the Rau reported that the City Council approved the budget with a 6.6% tax hike. He will check with Ms. Haynes to find out V there Is something else the Commissioners need to be aware of regarding the budget. DC- NEW B3t5INESS A. Information Gathering Process Chair Cervantes stated that this Issue was discussed at the January retreat and asked for comments. Commissioner Francis stated that he thought It was agreed at the retreat that the Commission would put this matter on hold as they worked to get themselves organized and established. He stated that the sub -committer could Identify individuals to bring before the Commission to address specific issues. Ms. Tarr stated that Alder persons are not always in touch with their cor strfiuents and there are many dtimis who are unaware that the Human Relations Commission exist and It needs to work on getting input from the com- munity and, meeting some place else other than the City is one way to begin. She stated that she believes the sub-eomrnbees will be restricted In the information that they receive foam the community and during the past years the Comrission has been minimized as far as Its importance. Vice -Chair Lane stated that she was in tots agreement with Ms. Tarr because the Cornrn&Jon's job Is to educate the community and to bring human reWons ironies to the forefront and advertising what the Commission is doing can help fulflll its mission. She stated that she would like to have pictures and profi}es of the Commissioners placed In as many publications as possible so that they may be Identified by dthens. Vice -Chair lane and Commissioner Higyirhs Wolpoff volunteered to take on the task of looking at the public relations aspect of any agenda items that comes before the Commission. In January she allwK ed the Chicago Human Relations Commission Luncheon that honored people who have done outstanding work in the area of human relations. She would like the Evanston Human Relations Commission to emulate Chicago's efforts and by doing so this will bring recognition and broader appeal to this body. She staled that her request could be considered as a general or procedural type of function that can be taken on by the entire Conwaission rather than being placed with a specific HUMAN RHATIONS COMMISSION MINUTES February 26, 2DO3 Page 4 of 4 sub -committee. Commissioner Higgins Wolpoff stated that this would be an ongoing task in a public relations type of way. She stated that the Executive Committee could consider whether a specific agenda Item has a public relations aspect to it each month and if so it could be published in one of the local newspapers. She stated that this could possibly provide support to Ms. Haynes. Commissioner Francis stated that Vioe-Chair Lane's consideration of awarding someone for their services could become the responsibility of the Community Issues Committee. B. Mayor's Request— Summer Youth Employment Program Chair Cervantes read a letter that he received from the Mayor regarding SYEP, that she prepared for staff` to mail to All of the businesses In Evanston. He stated that he did not meet with the Mayor personalty but plans to do so. During his phone conversation with her he committed to her that the Commission would discuss the current status of the SYEP. After some discussion it was the consensus of the Commissioners that sine they are not known by many within the community and are not well Informed enough W sell the SYEP to local business, they did not feel eomfdrtabie asking for money or jobs on their first outing. The agreed that the Commission should focus on either jobs or money; If the goal is to raise money it needs to be addressed singularly. Ms. Thrower stated that she Is In the process of putting together packets of information to a000rnpany the Mayor's sdidtation letter to the businesses but the letter Is being withheld per the Mayor's request, until she hears what the CanwT*zion's position Is regarding the SYEP. Site stated that the Mayor is eq*ctJrg to talk with Chair Cervantes the following day regarding the Commission's decision. Gonnissioner Wug stated that the SYEP needs to publish in the Evanston Review or another publication, a photo of A youth kKkx§ g a profile and statement of how the program helped WnVher. This information makes the public Aware of the program and its benefits. He staffed ttrat this would make the Commission's job much easier. Commissioner Higgins Wolpoff stated that the Mayors request oonrtes to them with very short notice and If they are going to Include something in her letter, perhaps it could be an additional plena from the Commission for businesses to provide jobs for youths. They would abandon the plea for money this time. Chair Cervantes stated that the Gommis- sktners are wiing to accept a project to assist In the recruitnent of SYEP jobs or money however, they feel there are elements that require a public relations type of campaign (i.e., Commissioner Wug's suggestion); they are urging that something of that nature be developed for next year. Chair Cervantes stated that when he talks to the Mayor he will let her know that the Commissioners want to support the SYEP however they feel very strorgty that they are not qualified to solicit businesses for jobs or money. Ms. Ester stated that if the Commission places a statement In one of the newspapers, that Is a big plus for the SYEP because this wf l be the first time this Commission has publicly indicated that they support it and she bellevm businesses will hire youth for the summer. The Commissioners agreed for Chair Cervantes to prepare a statement of support to accompany the Mayor's solicitation letter to the businesses. He will e-mail the statement to Ms. Thrower. C. Agenda Items Commissioner Higgins Wolpoff requested that the Indusbiary Housing Task Force update be Included on the Mardi agenda. She stated that the Task Force Is looking at housing opportunities at different levels and trying to determine If there should a recommendation and if so what should It be and what groups should It address, such as cordo con- versions, condos, etc. Commissioner Francis requested that the sub -committees provide reports. Commissioner Wug requested that an update on the hearing be lnduded on the agenda. x AWOURNMENT There being no further business, Commissioner Francis moved that the meeting be adjourned at 9:0 p.m. The motion was seconded by Commissioner Higgins Woipoff. submitted by: 17 G 3 Secretary Date: Dorothy rower EVANSTON HUMAN RELATIONS COMMISSION 2100 RIDGE AVENUE, EVANSTON, IL. 60201 MINUTES Wednesday, January 2.2, 2003 7:00 P.M. - Room 2402 Am" Michael Cervantes hair, Patricia Lane- Vioe4awlr; Dean Francis; Jill Dressner; Mavis Hageman n, VkUxia Higgins Wolpoff; Richard Wug; and Antbhoy Agee Paula A. Haynes and Dorodri Thrower ymchnnaS►G rPS' Madeline Goldstein; Soots GMert; Line Casten; Kathy and Daft - Gkkan; Dennis Dixon; Dick Tholin; Laura Kramer; Pete and Mary De-"; Gil Gilman, Ema Sdiefas; Nancy Reno, China McTigue; NatH may; Anya Cordell; Emil Sdxpn; Mike Sittas; Lee Garrison; Mr. Young; Bill Gilman; Neal J. t+fey-Director, Evanston Public Library; Vaila NoamanH3admam Hoots Settles - Evanston NAACP; and Mary Gavin-'L Round& LAlkC rnanlhsr caW ON nNWOW to orda 07:10AM. I. DECLARATION OF QUORUM Chair Cervantes declared there was a quorum. IL INSTALLATION OF NEW OFFICERS Chair Cervantes introduced himself as the newly e#ected Chair and Pat bane the elected Vioe-Chair of the Human Relations commission. C rffrd kww Francis stated that this was his first meeting. He is a seven and a half year resident of Evanston and is a Pastor of first thud Medalist Church. III. INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comment Guest speak m for Civil Liberties Union and its visiting supporters introduced themselves. IV. APPROVAL OF MINUTES — 3&mUwy 26, 2000 Chair Cervantes raped for approval of the November 20, 2002 minutes. Com, :-J. Hagernann moved to approve the minutes for November 20, 2002. The motion was seconded by C. Wug. The minutes were unanimously approved as submitted. V. DISCUSSION ITEMS A. Civil Liberties Resolution Chair Cervantes gave a brief overview of the Commission's charge whicth is defined In its Mission Statement~ "To tsta, &xvuWe andsa5haalWe the snpromnentufhawn ra bd ►rrsamorrgandbe hmm ol!uhens ofellra!t,, wfasr vas, rmWW ageS, farrrWl sa`atras, mant d statw, rdk, fkxws, p4s+tWmer9a1d&3bWe& ' Jarafentabbrr ", and — w.,.:. and eo4uoh't W and k%e& so as to proyxfe ae0'rradWuals wfl h an equal gopartuMly to grow, pa rbWpate andst� to tfie best of dWr any In our econonk; educabhW, pa�i7kal, sodal aadJiaa6i W syst&m He slated that it Is his hope that ell C vnissioners or c mns who appear before the Human Relations Commission recognize that often time there is oonfikt with the two pact goal of tthe Mission Staterne t. It is difficult to come up with solutions to issues that meet botch goals, yet this Is Mot we are charged to do. It is the chalienge of divergence and convergence of goals which makes the work of the Cortxnission HL" M RELATIONS COMMISSION MINUTES Imuary 22, 2003 Page 2 of 5 so importard. Fokwing are summaries f lorn the primary presenters of the Civic Liberties Union who provided commentary in hopes that the Human Relations Commission will support and pass a resolution which was prepared to defend individual rights. No" Ino Golddtdn: Ms. Gaktfar'n has been an Evanston repdent for approximately 29 years: She Is a journalist and a nhemder of doe 08bard of aim90 Cb"Yn tee To Qefernd The BVV of Rights'. She helped fomr the Evanston Gvil Liberties Caalfte who dra0led the resalubion drat was preesented to the C vnm& ion to begin the process of passing in deferw of the anstifttbn and the W of Rghts AO Evarstoa. Ms. a3littern stated that lost February 300 residents in Akxth Hampton, AAtm*des, fomm d a 80ofRights CaYra udee in reWonse to hasty and -qwx t ve passage of the USA Pa&W Ad wfr idl is an anddenprtsm bAF that threatens ones'c rrsbtubowl rights. Added to brie PabW Ad are certain executive &mfe rs; the most remit and spearkak is the fhiortaebnd Sactrhl*y Act (HAS) *belch i; approximmtely a 500 page docur mnt that was given to Saufts to subs on *7M only 30 hairs to eratnine it The HAS gives mare po"oer to the federal go►emmeat and moan Bath bmft owepassedbunledlyandmost5enartors stated later that they didnot haw a chance to re ad d'ae r nm At dhrs tame there a arm.,,,, W , �aleiy 23 ftmm/obi s as m the country who are opposed to the infrrihrgwwt an ones' dvi tiffs and mmsriritix7 Sne is very national seaunty and how Americans can protect deem s fiom &vffierr ads of.v., , , &'" . ft Cousin stated that the Resoluban they want passed In Evanston serves as a mans of- (1) Edacabw wfikh a why brie resxht n indudes section of the HAS and Patrnot Ad because mast pe*o a do not hate aV "m of b're Ads brhgcaW and the xftts they wN here on their lives; and, (2) the Resolution Is also symbolic of sftmft ip tb doe Car>5bb on and 8AI of Riphtr and Job** Axpether thousands of people who arm doing the -awns Leone fw hm :. blest KarsWo has been an Evanston resdent far 5 years. She is the Phmiknt of lakago Media Watch 'and she allera *doe Maeav to ask tripe C" ,-�' :. 1, , to pass a resokhbiorr to defend cM7Irk and the const hibion. Iris. Kasten cal W about trne FO&M A,, , .Y , J , , ;. A! ~ states: 'The right of the people to be secure In trielr persons, houses, Paper's and a apWW tryeasmubb ,searches an d s e ures shall not be 0obted and no *errant shall fs sue, but upon pro&lw to cause dby oath ar fin, ands �� the ptacm to be send, the persons or things to be sad". She sja & r at dac PaVagw.V new dYYw ofinfbmkVw A warierae5s is duAlding a sysimrn called "Toia11n1bmwt;b t A nor &7w,' chat *9 effect**pros*k gnvenhment oflaaiats wrih anrnediate a xw to our personal inlbmiabdrl, all communkabiarr induding phone ar ewaa& and mq6 s a dhes, faihaYaoWnsaw&, storm purchases, p resa ipihbns, sdhaoland nxd ral ra rds, and trai-d hht�a►y..SJae sgot! r daatshe cannot coup The nd how this wil help in the war against lerry hm, This also means that dkmen d!i[�r can w * k>w an ka uar's home i,rhannorrnced, oxinW a seanah, disapp ear andrx%w leave a ftaem ofb a rp resa7ce ft Kasten statredbhatsfne was happy the And out &W G...y, . ,..,.,,an Rios fWr old, a Democrat fran Wsoansin, is ptannirag to khdoatw kpsobion on Thursday to hak tie Pegagorr s 'Total Inhixrrrabon Awarmrhess Program I he rs not only getVng DenxvagcsL piort bvt sea w firam R4wjbkam Ms Kasten stated that librarysurve #ante is alfeady In place; 1&arwns are smxw to nor rt what boos or doaffnerhis people are dhedbing out without the govrtmawt's knowkdge tan High&mW padlhes a aba#rxv►t erg",Cow Dom ff that provdes a aesariphaViinli mw on regarding the Pa&W Act and hew It hvr11 affect ErnM Scrapers: Mr. Sdhepers ,is a former resident of Evanston and is the Program 0(tec dr of the TXAmgo Camittee To Debad Thee BWof RVhts , wfhkh is a regional aWnaatian v"king on evil liberbt,s issues: Tire Committee was founder/ in 15150 rylhkh Hes th e W end offtCarthy. The Committee's orhgw1 purpose was to won* for the elimination ofan &W&y calked., "The Hww Canxn>ftee on American Aco bier; and ►tee scaacessful in doing so. He stand brie canmlltee is aware that wtmmpw taegowemrherht under the reW and or permUmEet ofa formgn mmn3ce gives itself ev&a& ffAwyp It has hutstbniaVy abased abase powem Mr. Sdxp&s stated that the Patriot Ad and HAS are only the .1r ny thahgs that are happahkhg t ebtrie t o abase of power. The government has also brought in a number of exerubl r orders that have dangers in diem l Far dvrl libertin-, hie stated that Nancy Chang, the Senior bog abon Attorrhey of Me Center for ConsWuthnrhal Rghba has wn*ten a my good analysis of the LASH Patriot Ad whAi is av&Yable on their Inter ar:org. M stated that sane of the bogge;t danges of the USA PafttAct fadng dozens is brie way they have &*defined hy=r m. One A; the heyi/aEyAYve Qwled "d wx5W &mfzs11 -**xh is an Alegalact whether rXM?17tOr Wt, Wh*haPPW1S17beffM6YAf>W t0 k Ienae pubk opihbn or goverra*n nt pokry. Mr. Sdxe c ers stated that the duecdon the current administration is taking ffinwf ens brie sepxabbn of pow!v-. Therm is not a single word in brie Bill of Right; in the United .Slates Co sbizAhion that dis8rngu&hes obthm f om non-atizmns rh t157W of first ar>)endrnefft and due proof ss nights: Dan Gam: Mr: 6 k*w .stated chat wfherr the pn;posed Cv# Liberbes Resolubbn was belug prepared, the maim categories wane gnrhr ped ugether to dsahgtdo ana-two nsm and 0e kgri wte polltrfcal fire eVnm; bn of any kind wfi ioh has ham HUMAN RELATIONS COMMISSION MINUTES ]anuary 22, 2003 Page 3 of 5 obscured with regard to the US PatrW Act, where the language appears to infiuence the policy of the govemment by rntairndMba or coerc ion. The HSA alk ms the gnroernment In an errrergexy, to break apart a fmwly or business without any U.S4 remum. There are evacraabons p ianned and giving experimental vaccina0ions of unproven dngs that are mandatory. The regrulatinns that are waif m for these Acts and v iafate the Geneva accord are: (1) Blurring the distwxbon ofanti terrorism and kapbnate p alftwl t:-#- ,;,,.:; (2) susp&x*V due process; (3) there is a seacaarabbn ofpavers: and (4) a mynd of things that are notso lftle He sruggestedbW perhaps some of the Law Professors at Atvffi !!sWn aouidpnN7de same Aegal analysts in P aaring the final raesoJubirh. Scott Gilbert: Mr. Grilhert has been an Evanston resA*nt for 4 years and is a rrae mber of the oral group, "Neighbors For Awee' : hie alienated the meeting to sygoart the dull liberties msolutkonhie stated bW the resdvtaan was brought b e0 re the h jn&7 Rebbbrrs Conprib;s Ax breca" the laws pad by Congress can and have been fi i din the past to be waconshiuha nal and toe consaS+hA n semid definite+) take paxedence during a►ifs& s/tuabbm hte pat*W a copy of North Mmpions ResaotltAWn whkoh refers to elected drjba; &Tpbyees who mkght be or are berrg affected by the Pa&WAct These lndivkdu&& are being reo7uested to hand over infornwbon or do thin p they fuel are InNnging on peaples'c x sWubvw1 nght3 Mr. Gilbert staa�d that he would kke the C&M SSik" to support the resaluWn. Anys Carded: t Caruiell is an Evanston res dent She is a member offt hbas For Faxe and one year ago, she started an a ywat wfW en~: "77he- tampaigrh for CalEa[a valCompasskon , on behaYofb* far ides ofMemAxi * who were murdered aflhesr Sgvlernber 11, 2002 In the hate ba ddarsh. M[s Cordell attended the rneeft to sryopart the dvr7 liberties issue and provkled lalbi7mban tvl abW to the the impact that is taking place against iruhocaent If)d lanais in this country. She stated that Me Immkgrat im of Naturalzabiorr Service (INS), is coWacorg s pedal registrations on twyal of groups of immgrants, bated rrvt on any known or suspected wrong doing of tfhese Individuals, butpun* round-ir s Ghat are based on thdlr awntrAes oforiph - .spe riwhy male, ages 16 and up. Ms. Cordell stag that Senators Kennedy, Fbegad and US Repn!seatabW Can m septa keter tnaalarr Asfaat caivv loran inwWiate hallt to the JAtS'speaal. ,,,, %A C..',n. Last Fnbay, January l ld' at E>ensi n Tow s hip M. igh Sava, p3vaw& ofjf ffgms and senlars re a ed a kftor stalrrq ffstmwom on all mule and &YwAe fim r and senkorst [Ada71r waauld be stArnifted to the military aut iwbiol) : Ifpava f& mired to prnvik this fnf meta on, ETHS ad'tlO&Uatbrs requested that a letter be sent to Me sdkW by Frk(aiy, January 2,r. The _gDmnment also torid parents not to bodf er sending a letter of refusal berg i5L- they could get the Infa,rnaation e+xulhere. She stated that this vk btes tfie "Nor OWUren Left BLW?dAct , wfikah is RWoW to protect daiid ens well being; it's suppose to maL-sure children come to sa kW not hungry; that they hale a daWmfe hea i cave and sdkWing. Ms Cord# stated that there Has a dausae also embed" In dW act that states sdxx* could not get harao6rg /f they dial oat prnwiofe this inforrn�abiorh is the mlii7ary. SJhe urged the Conmisskon to look for ways to support the Resaolubon rather than ways not to support it Neal": Mr. Mey.stated that he is dhe Dk ednr of the Evanston Public Library and he was asked tv attend the meeting by fps: Haynes to provkde 1nfornaabon n*ardmg the 3P#A:atkon of the govemment's law to have acness to publAc library records tie sated that the public hbrary records are pn>tealad bylaw and by public p k) es ahmnt every pWe in the United States since the 15150s: Among the many ways that a goKar mental agency could obtain those recofd; was by the issuance ofa subpoena. Under the Patriot Ad the records can now be o6talned by a warrant rather than a subpoena; a warrant can be send kruiedlabely so the kbrary board or dty adnir risbahan has no opportunity to nisi# the search or asat that it be proven there is a Rest cause liar the seard� Mr. Mey slated that he could call kegal counsel and have them vey chat it is a kegal warrant. Be stataadMat currently rhea' have been no searches ofthe Evanston Public Library records urxi r the USA PatrWAct. Mawerer, if tlaere hadbeen any, he could not say so; he would be in vrolabhon of the law's grog once-. hie stated that he has seen another draft reWuhion that cs difib�rnt fmm the one that has been pre5zwted t7 dhe Commissm and it concems him bemuse It contalnedsame veryseniaus statutoryerrors. Hie hopes the draft rr?.szahrlkonpaesentedto the Cc.0 � has been mycarefully darted for facts because It could be emLaanamig and undermine tlh-p intent ofall I suplOa WM The presentations were concluded. Chair Cervantes thanked the Cnril Liberties Union primary pis for providing Insight as W how the Patriot Act and the Homeland Seauity Act pose a threat to the consfibA onai rights of itizens and noon-atuern in the United States. He Invited the guests/visihx5 to remain at the meeting while the CornrnEsbraers/stafi reviewed and disaissed the draft resolution and to dedde if there were od Ear options they wanted to cDnskler In maldng their dedsion. The resolution Out was presented to the Commissioners was an aoaamulatlan of other resolutions that had been passed or were in the process of being passed in other stages. During the review and disaission, the Initial guest speakers and otfier members of the audience Provided additional omunents and reiterated their support of the previous given. Ms. Haynes stated that if the Commission decides to go forward with the resolution It would have to be reviewed by the city aMxneys and they HUMAN w HUMAN RELATIONS COMMMMON MINUTES January 22, 2003 Page 5 of 5 Ms. Haynes stated that for future meetings, her report will contain information for a one month period and it will accompany other meeting materials that are mailed prior to the meeting. She stated that she is open for suggestions from the Commissioners regarding additional Information they would like included or things they feel are not necessary. V13L OLD/UNWED BUS MESS A. Retreat Chair Cervantes stated that a retreat for the Corm lsskmers/staff has been scheduled for 12:00 noon on Sunday, January 26" , at First United Methodist Church. Mayor Morton was invited to the retreat to provide Input. Although she has Indicated she wil not be able t do so, she will send a letter and is wKing to attend a future meeting. Ms. Haynes stated that the City Manager was also invited to the retreat and he win be there. A request was made of staff to prepare IntortnMo ► padoets regarding the Commission's charge/responnsibiiit' , ; prior to the retreat for the C. , I x; . —a to review. D. FY 2003 — 2(l04 Budget Ms. Haynes dHarssed this item in her Executive DirecbDes Report. V13L NEW 6IUSV*3S Chair Cervantes urged the C. x,,'.. , to review the informatiorr/reppoets that are nornained In the meeting paticets because some of the lssues migtrt relate to Conrr>fs m business. He also I the C. , L"I ofthe Qrimgo Human Relations Commission 5e k KW Lu xhwn and Awards Pr on that wN We place on Friday, January 24 h at 12:00 noon. M AD30URNPUM There being no further business, Chair Cervantes adjoui ned the meet at 9:58 p.m. Respectfully submitted by: rSecretary DMmThrower �a7 03 r EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, March 26, 2003 7:00 p.m. —'Council Chambers APPROVED COMNU5SIONERs PRESENT: Michael Cervantes, Chair. Pat Lane, Vice -Chair; Mavis Hagemann; Jill Drzssner, Victoria Higgins Wolpoff and Richard Wug COMMISSIONERS) EXCUSED: Anthony Agee MFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTSNISITORS: Madeline Goldstein, ACLU, Anya Cordell, ACLU; Rex and Carol English, ACLU; Dale Lehman, ACLU; John BrzezkW; Amy Kipfer, Ben Lumicao; Hollis Settles; Scott Gilbert, Larry Ruffolo; Carolyn Coglianese; George Mitchou; Emile Schefer, Jacob Arow4 Brad Johnson; and Nancy Reno NOTE: Them were approximately 45 people at the meeting; the majority of them did not sign in. Chair Cervantes called the meeting to order at 7:15 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was present. U. INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed all of the citizenry and those individuals who wanted to address the Commission. Following are the speakers and their comments: Madeihae Goldstein: Ms. Goldstein thanked the Commission for once again allowing her and the other people who wanted to speak regarding the US Patriot Act to do so. She stated that since the war has started with Iraq, people's civil liberties are more threatened than ever and there is also the possibility of the Enhanced Domestic Security/Paxriot 11 coming down in a veryshort time. If this does happen it will curtail ones' civil liberties almost completely and it is important for in to be disseminated throughout the country and that the proposed resolution presented to the Human Relations Commission in January, 2003, be passed like the 30 or 60 other cities throughout the United Slates. Anya Cordell: Ms. Cordell thanked the Human Relations Commission for holding the forum in February that allowed individuals to ask the Commission to stand against the U.S. Patriot Act. She stated that she attended the school board meeting that took place at Evanston Township High School this past Monday to a&bws the junction that had been handed dowry by one school administrator, stating that teachers were not allowed to wear any buttons that said "Peace", "No War " or anything similar. A lower level administrator had told teachers that they could not buy such buttons from students, however, students could sell these types ofbuam to one another. At the school boon! meetingshe and a number of indtviduali argued for freedom ofspeech fe., button, ribbons, etc.), and they were told that written policies have were established marry oars ago. Ms. Cordell stated that the Superintendent later clivifted that teachers would be allowed to purchase buttons from students but they could not wear them at school. Today (Wednesday) she heard that the teachers have or will be receiving a letter stating they can wear buttons of a political nature. She staled that the purpose ofher sharing this incident correlates with the issues that were addressed previously to the Commission. She stated that she hopes that the Commission will be to recommend to the City Council to stand against the Patriot Act. HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 2 of 10 Carol EAglisk: Ms. English cited the following quote made br Voltaire a couple ofcenturies ago: "it is dangerous to be right in matters on which the established authorities are wrong. " She stated that as the people face a sequel which is always worse to the Patriot Act, it is her hope that the Commission will recommend to the City Council to join with the other cities who have already passed a resolution that says this kind ofrepression is not in keeping with a democratic and constitutionally protected government. Dale LebaLms: Mr. Lehman is a resident ofChicago and he participates with Neighbors For Peace who meet weekly at St. Nichols Church and has brought a lot ofpasitive recognition to the citizens of Evanston through its activities. He cited the following quote from Voltaire: "People who can make you believe absurdities can make you commit ainxities. " He stated that someone gave him a document today entitled: "Learning History The Hard Way". It states that: "As ofthe early to mid nineteen thirties, Hitler had the following: Three main powers ofthe Executive Branch, Head of &ate, Head of Gavernment and Commander of Chief of the Armed Forces; a ruling coalition in the legislature ofjust over 50 percent, a judiciary full of sympathizers; extra judicial tribunals beholden to him alone; impressive amounts of money front big business and supportive conservative; suppressed states rights, an alien act to provide management flexibility; executive orders issued pursuant to this act had the force of law; made progress towards a unfed national police apparatus; stoked the fires of belligerent nationalism; unincrediable amount offlag waving in support ofthe government; a law that pre -ordained consolidation oftnedia ownership intojust afew handy newspaper and radio outlets would either be party controlled or privately owned by sympathizers; plans for massive armaments built up in deployment; plans to launch a series of major military attacks against neighbors; lots of rhetoric about protecting his ration s freedom, security and constitution; a population, ignorant of what he was doing and he had never been elected by a popular majority. " Mr. Lehman stated that in 2003 Chaney and Bush have similar things. He stated that the Patriot Act is an attack on ones' constitution and a step backwards for this country. doh■ Brzeziasld: Mr. Brzexinski stated that he attended the meeting for a different reason however, he supports the people who are opposed to the Patriot Act and he also strongly objects to it. He stated that he has not heard anything regarding the status of the fair housing complaint that he filed with the Commission several months ago, specifically, the request for a subpoena. He asked the Commission to take the time to look into this matter. Amy Kipfer: Ms. Kipfer thanked the CommWion for providing a forum in March jar individuals to make comments March regarding the Patriot Act. For the benefit of those people who did not attend that forum she spoke briefly regarding what the Patriot Act does. It will deny a person access to an attorney, it allows the government to sneak and peek in a person's home while they are away without notification by any court order; the government can obtain all medical andfuiancial records, bookpurchases, library visits, wire tapphones without notification; injiltrate. monitor and record the actions of peaceful law abiding citizens groups" including religious congregations without showing probable cause or criminal suspicion. She stated that it is her hope that the Commission will not allow the war from doing what is right jar our democracy. Ms. Kipfer stated that she is a teacher at District 65 and the teachers teach students to articulate and how to be literate in order for them to make good decisions in a democracy. Without that, there would not be a democracy if we did not allow comments or people to speak up without the fear of being turned in, arrested, locked up and detained without anyone knowing it. Bcs Landeso: Mr. Lumicao stated that he is a resident ofChicago and a board member of the Chicago Commission on Human Relations. He stated that he thinks the discussions regarding the Patriot Act are important and he came to the meeting to show his support. Over 60 years ago this nation enacted a program to imprison over 120 Japanese American and otherAmericans of different nationalities that were similarly interred for the duration of World War ll. Out ofthe 120Japanese prisoners, over seventy percent of theta were American citizens. History has revealed that out ofthe guise ofposing a stational security threat, none ofthem posed any such threat towards this tuition with regard to security; actually there were heroes of that war. Howard Kobel who is the chairperson of the sub -committee that will be looking at the Patriot 11 Act, recently appeared on a radio station and stated that he thought the interment of those prisoners was good at the time because it protected the safety of those prisoners. It is hard to think that a person like that might not have the judgment to repeat those some mistakes was. Mr. Lumicao stated that he looks forward to the Commission's decision and wanted to lend his support. HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 3 of 10 Hollis Settes. Mr. Settles stated that he is as an officer of the Evanston fVorth Shore Branch of the .%IAACP. last month As'Ececutive Committee unanimously voted in support of the proposed resolution that members of the ACLU presented to the Human Relations Commission in January. He stated that as a former member ofthe Commission, he is confident it will do the right thing. As an indrtiidual American citizen, he is not ready to trade liberty. for security. Asys Cordell: Ms. Cordell thanked Chair Cervantes for allowing her to speak once again regarding an incident that she wants to be part of the record. On Thursd, yD% March 2e she and a group of individuals drone to downtown Chicago around 12: 00 midnight to attend a peace protest at Michigan and Chicago. By the time her group arrived activist were already speaking up for peace in an area that the police were using as a holding penfrom which they were arresting people, including innocent shoppers who were in that area. As she watched the scene ur fold outside of the police perimeter, she received a phone call Prow a friend staling that her husband had been arrested inside the holding pen. Tate friend stated that her husband has diabetes and he did not have his insulin, blood testing equipment or food with him and she was very concerned about his condition. M. Cordell stated that after the phone call, she stepped of f the curb and approached a line of police; she was not doing anything illegal. She approached one of the officers and told him that she knew someone that had been arrested and explained that the person was a diabetic and asked if he could be extracted from the mass of people so that his health issues could be dealt with appropriately. At that time another man apparently stepped down offthe curb and was standing next to her. The policeman that she hadspo ken to, Maned to this man and asked hint what was he doing here? The man replied that he was just listening and was told by the olker that he did not need to listen and was arrested at that time for no other reason. She stated that in fear of being arrested she stepped back onto the curb and the officer did not follow up with her regarding the man with diabetes. She stated that she witnessed the *7ang6d arrest ofa man standing next to her although she does not know his ►same of the person or what she can do on his behalf. She stated that this is the climate now where such activities are considered appropriate according to policies outlined in the Patriot Act. Chair Cervantes thanked all of the speakers for their feedback and comments regarding their interest in the Patriot Act. III. APPROVAL OF MINUTES —February 26, 2003 Chair Cervantes called for approval of the February 28, 2003 minutes. Vice -Chair Lane requested the following corrections: Under Item IV- Approval Of Minutes for February 28* , 4a line , Congressman Feingold's name is mis- spelled; page 4, the I' sentence which continues from page 3 should be corrected to read: "... and profiles of the Commissioners placed in as many publications as possible so that they may be identified by citizens. Vice -Chair Lane and Commissioner Higgins Wolpoff volunteered to take on the task of looking at the public relations aspect of any agenda item that comes before the Commission"; page 3.9h line, delete: "Vice -Chair Lane and Commissioner Higgins Wolpoff volunteered to take on this task."; page 4, Item B., line 5 should be corrected to read: "... many within the community and are not well informed enough to sell ...." Commissioner Higgins Wolpoff requested the following changes: On page 1, Item III — Introduction of Guests & Visitors, line 2 should be corrected to read: "Ms. luster stated that she also came to observe the meeting."; page 4, item VIII — Old/Unfinished Business, 4" line, delete the language: "Ms. Haynes indicated that she would like to continue as a member." Chair Cervantes requested that on page 3. Item B. — Update of Public Hearing, line 3, corned the spelling of Cheryl Wollin's last name. There being no further corrections, Commissioner Higgins Wolpoff moved to approve the minutes. Commissioner Wug seconded the motion. The minutes were unanimously approved with the noted corrections. IV. ACTION ITEMS A. Process — March 6s Public Hearing/USA Patriot Act Chair Cervantes provided a brief overview as to how the Commission became involved with the issues regarding the Patriot Act. At the January 23'd meeting the Commission listened to several people who expressed a great deal of reservation and concern regarding the USA Patriot Act as were several of the Commissioners. As a result of that meeting the Commission made a commitment to hold a forum which took place on Marche. Approximately 140 to 150 people were in attendance; twenty-seven people addressed the Commission and there was several written comments; overall the feedback was very good. Also at the March Wh meeting, there was overwhelming suggestions to support a resolution to repeal the Patriot Act. Chair Cervantes asked the Commissioners what was their decision with regard to HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 4 of 10 developing a resolution for the Patriot Act? Vice -Chair moved that the City ofEranslon Human Relations Commission develop a resolution on the Patriot Act. Commissioner Dressner requested that the motion be amended to state that the Human Relations Commission opposes the Patriot Act. Vice -Chair Lane accepted the amendment. The amended motion states that: The Human Relations Commission will develon a resolution opposing the USA Patriot act. The motion was seconded. The motion was unanimously aprproved. Chair Cervantes opened the floor for suggested language for the resolution. Vice -Chair Lane stated that the Commission needs to talk about the guarantees that the US Constitution provides with regard to an individual's fundamental rights, and then discuss how September 11, 2001, resulted in new federal laws and enforcement powers including the Patriot Act. She stated that the discussion should also detail that the Patriot Act weakens or contradicts ones' constitutional rights. Chair Cervantes stated that he would like for the resolution to contain a section that clearly admonishes the legislators for voting to approve the Patriot Act, regardless of the circumstances or process to get that done; that the resolution be circulated to all Illinois Legislators including a cover letter expressing the Commission's disappoint with them. He stated that it then allows the Commission to comment on Patriot Act lI because he believes there is no excuse for their actions. He stated that it is his hope that Evanston can act as a leader by developing a resolution that can be sent to every city and Human Relations Commission in the state. Vice -Chair Lane stated that she has some problems placing the blaming on the legislators for what may have been a railroad job and we do not know all of the details or what measures President Bush used to strong arm them into passing the Patriot Act; she would like to concentrate on the Act itselfbecause placing blame does not move people forward. Commissioner Dressner stated that she thinks it would be inappropriate for the Commissioners to comment on what may or may not have happened that caused the legislators to pass the Patriot Act. She stated that the Commissioners need to talk about the Constitution not only giving rights to citizens, it also gives rights to all people in the country. Vice -Chair Lane stated that she would not be adverse to include an admonishment to the legislators for them to carefully consider any future Acts in lieu of the first one. Commissioner Higgins Wolpoff stated that she agreed with Vice -Chair Lane and feels that based on the events of September 11h and the months afterwards, it is possible that the legislators believed they had to do something to protect the American citizens. Commissioner Wug stated that the Commission's decision needs to include encouragement to the legislators to pass billstnew laws in this country that are in agreement with ones' civil liberties and civil rights and that are not just for one group of people but for everyone. Chair Cervantes stated that after the changes are completed he will turn the draft resolution over to Ms. Haynes, and request that she amended language as it is phrased in a more organized and readable manner for their review as soon as possible. Commissioner Hagemann stated that the Patriot Act has already been signed and since there already is a Bill of Rights, the two contradict each other. She wondered if the Commission should proceed with making amendments to the Patriot Act. Vice -Chair Lane stated that they should lay the groundwork, talk about the constitutional guarantees and that the Patriot Act appears to weaken or contradict those rights. They should dw talk about what those specific contradictions are. After a brief discussion a vote was taken regarding Chair Cervantes' suggestion that the resolution should contain a section that clearly admonishes the legislators for voting to approve the Patriot Act. The vote was 4 in favor of and 2 opposed to the language. The vote passed. This language will become part of the draft resolution. Following is a draft resolution pmpanad by Vice -Chair Lane for the Commissioners to review, discuss and amend. NOTE: Deleted language will be indicated by a strikedmugh. Example: (=11m qui& brews} ). Amended or inclusive language will be indicated by bold italic lettering. Example: (Now is the tlnte) Them were no changes to the rust four sections, which Vice -Chair Lane previously stated as laying the groundwork. HUMAN RELATIONS COMMISSION MINUTES March 26. 2003 Page 5 of 10 DRAFT — NOT FOR RELEASE ANYWHERE (1) WHEREAS the U.S. Constitution guarantees all persons living in the U.S. fundamental rights including freedom of religion, speech, assembly and privacy; protection from unreasonable searches and seizures; due process and equal protection; and access to counsel, presumption of innocence and a fair speedy trial; and (2) WHEREAS a great crime against humanity on September 11, 2001 resulted in new federal laws and enforcement powers, including the USA Patriot Act, signed by President George W. Bush on October 26, 2001: and (3) WHEREAS the USA Patriot Act appears to weaken or contradict the above -mentioned Constitutional rights: and (4) WHEREAS the Patriot Act significantly expands the government's ability to access sensitive medical, mental health, financial and educational records about individuals, lowers the burden of proof required to conduct secret searches and telephone or internet surveillance, increases federal law enforcement authority to obtain library records and prohibits librarians from informing patron about monitoring or information requests: and (5) WHEREAS Department of lusike interpretations of this Act and Executive Orders under this Act appew4e paKisalmly kwgo Niuslims, people ef Middle EaVlem end South Asian des"M and eitimns of ' • may encoxWe racial and ethnic prejAka to 6a k ckkens and non taiAlzea w, and The anwadmest was unanimously agreed to by all of the Commissionem (6) WHEREAS the City of Evanston proudly houses a diverse population, including many citizens of other nations, whose contributions to our community are vital to its character and function; and (7) WHEREAS the City of Evanston a tearpd'to Vkold Constitutional rights and preventkig dte abuse of the civil rights of these its residents; The famew meet was unanimously agreed to by ap of the Commissioners however, Chair Cervantes stated that he world Khr a statement that reflect the high value of preventing abuse to the residents of Evanston. (9) WHEREAS the preservation of eivil fights and eivil jibeFties constirwional r4k& is a pillar of American society and is essential to the well-being of any our democracy, particularly during, times of conflict when such rights and libcrties, especially those of immigrants and ethnic minorities, may be threatened, intentionally or unintentionally, under false pretense of national security or patriotic zeal; and (9) WHEREAS law enforcement and security measures that undermine fundamental rights do irreparable damage to the American institutions and values of equal justice and freedom that the residents of the City of Evanston hold dear; and THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, THE MAYOR CONCURRING, THAT WE: Commisdoater Wag saggested thmi the following language also be included as part of the resolution: "Whereas the Commiesioo has not heard from anyone coming forth and telling them why they should have and seenA the Patriot Art as part of the law. Chair Cervantes stated that many of the resolutions passed around the country tend to state that the entire Patriot Act be repealed, to repeal certain sections, that It be amended or portions of it be amended. HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 6 of 10 There were no objections to Commissioner Wag's suggested language being considered as part of the resolution. (10) AFFIRM the City of Evanston, while opposing terrorism, insists that efforts to end terrorism not be waged at the expense of fundamental civil rights; the City of Evanston believes there need not be conflict between security and the preservation of liberty and that the residents of this City and the nation can be both safe and free; (11) AFFIRM the City of Evanston's 5uppoft fef the fiandamenwi, eppem apposes those measures that single outindividoai single out lndhMuals for legal scrutiny or enforcement activity based solely on their country of origin, religion, ethnicity or immigration status; The amendment was ananimonsly agreed to by all of the Commissioner$. (12) Chair Cervantes objected to the Language in ibis section. Ms. Haynes agreed, stating that the Police Depariment and some of the other departments are obligated to uphold the Patriot Act as a law. There was unanin sons agreement to strike this entire section by all the Commissioner. (13) AFFIRM the existing legal responsibility and policy of the City of Evanston to uphold the U.S. Constitution and to scrupulously observe the civil rights and civil liberties of individuals in the delivery of City services and the execution of municipal obligations. Nothing in the USA Patriot Art shall be interpreted as abrogating thud responsibility or ahering that policy. Chair Cervantes objected to the Language in this sectioa. He stated that as Nell Ney, Director of the Evanston Public library stated at the Commission meeting in January, sets of civil disobedience are a noble right but they are not a constitutional right; civil disobedience does not protect one from the law. Ms. Haynes stated that since the Patriot Act does take liberties with Evanston's libraries, which are part of the city structure/governwent and the Commission represents those Hbraries, should they be addressed in the resolution? Chair Cervantes stated that he has no objection to including the Libraries or other city agencies and suggested that Ms. Mayers prepare the Language for sack a clause. Ms. Haynes read the following chase from an existing city resolution that addresses the libraries: "WHEREAS privacy is essential to the exercise of free speech, free thought and free Association. And, in a library, the subject of users interest should not be examined or scrutinized by other." Chair Cervantes requested that this clause be included in the resolution. There were no objections by the additional laagnage by the Commissioners. (1 Q) AFFIRM that the City Clerk communicate this resolution to all City departments and employees, Illinois' Congressional Delegation, to all Human Relations Commissions In Allnois, the Governor and Attorney General of Illinois, the Illinois State Police, the U.S. Attorney General, and the President of the United States. 77Ue EvaiWon Human Relations ContmLulon wX communkate thls resolmlon wftk a transmUfal lets . The amendment was unanimously agreed to by all of the Commissioners, (15) AFFIRM that the City of Evanston calls upon Illinois Senators and Members of Congress to vigilantly monitor HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 7 of 10 the implementation of the USA Patriot Act and associated Orders, and to actively work for the repeal of those sections that violate fundamental rights and liberties as stated in the U.S. Constitution and its Amendments. An it -depth discussion ensued as to wketiertre Patriot Ad should be repealed eodrely, repeal specific sectiom or amend specific hstgaage. Chair Cervates also allowed citizens to express their concerns regardlog this decision. Commissioner Dressier stated that sbe beiin-es the Commission tax to put aside their feelings towards the Patriot Act beeaase their personal views indiatt tkat they are doiag exactly what the legislators did when they passed IL Wren the Commission held tke pablic form= its March said listened to the people, the consensus was to repeal the entire Ac. Ste stated tint the Commisskm shoaid set aside their personal views sad comply with the citizens of Evanston by doing so. Chair Cervantes stated that if the resolution only needs to reflect Evanston he agrees with her consents but if it is going to be lest tkroaghoat the state, he does not think the Commission lose anytkhg by r msfing tie sections that they fed are necessary. Vice -Chair haze stated that she wosid She the section to include: "Safeguards sgalad abuse"; she was referring is jndieisl oversight~ She recommtsded that s :asset clause be consWered. The review of the proposed draft resolution was concluded. Commissioner Hagemann stated that she would lice the record to reflect the written statement from a member of the audience. The person felt that the Commission should give kudos to Barbara I.te who was the fast one in the House of R.,....,..w ,es to stand up against the Patriot Act Chair Cervantes agreed that kudos should also be given to Senator ]an Schakowsky, Congressman Russ Feingold and others in spite of the pressure they were under to do the right thing. It was agreed that these individuals would be recognized in the transmittal letter of the Commission's resolution. Chair Cervantes revisited the issue of %ixt r the Commissioners wanted to repeal the entire Patriot Act. Once spin Chair Cervantes allowed people from the audience to make comments. The majority of the comments were in favor ofa resolution to repeal the entire Putrid Ad and that Evanston can take a leadership roleand other communities can develop their own resolutions. Chair Cevmtes staled that the Commission is not an elected body; that he is not here to represent any constituency; his duty on as a Commissioner is to do what he thinks is right and he intends to do. He stated that he thinks that Evanston having a resolution that does what they want it to do enhances the likelihood throughout the state and it also helps outer communities to do what they want to. Com misskxw Hagemann requested that she be allowed to read a section that she prepared and would lice to have it included in the resolution. It states: "AFFIRM that the City of Evanston calls upon Illinois Senators and members of Congress to vigilantly monitor the imps,.... of the USA Patriot Act and associated orders and to actively work for the repeal of those sections that violate fundamental rights of liberty as stated in the US Constitution and its amendments. CommWioner Wu¢ moved that the Commission adopt the aforementioned clause vreoaared by Commissioner HaEann. The motion was seconded by Vice -Chair Lane. Commissioner Dressner stated that she objects to the clause because the people have asked the Commission to repeal the Act in its entirety and because it only addresses the Illinois Senators and members of Congress. She thinks it should apply to all Senators and members of Congress. Chair Cervantes stated that Cervantes stated that it is his intent to make sure that the votes of this Commission are not driven by straw polls. It is the Commission's duty to listen to the evidence and feedback from the community and then make an independent judgment. HUMAN RELATIONS COMMISSION MINUTES March 26.2003 Page 8 of 10 The Commissioners voted on the clause Presented by Commissioner Nafor and 2 aeainst- clause. The vote based. Commissioner Dressner suggested that the wording of the clause be "Titten because currently it is too vague to have any legal significance. Chair Cervantes explained for the benefit of the audienee, that once the Commissioners have reviewed the draft resolution that staff prepares, it would be forwarded to the Legal Department for their review. It is then returned to the Commission to see ifany material changes were made. If there are none the document will be forwarded to the Human Services Committee of which the Human Relations Commission is a subset. The Human Services will place the document on their agenda and it will be available to the public. Once the document leaves the Human Services Committee it will go to the City Council for their approval. Ms. Haynes explained that the Human Services Committee meets once a month, the first Monday alternating the City Council meeting therefore, their next meeting will take place on April 7a. She stated that she did not know whether the document would be available at that time due to the required processes it has to go through and especially if the Commissioners want to review the document again. She stated that once the Commission approves the final resolution and the processes begin, it becomes a public document. The discussion regarding the USA Patriot Act was concluded. V. INFORMATION ITEMS A. Status of Proposed Housing Issues — Local Legislation Chair Cervantes tabled this item until the next meeting. B. Update On The Inclusionary Task Force Mission and Progress Comner missioHiggins Wolpoff reported that the Inclusionary Task Force Peet on February 4's. The group learned about inelusionwy zoning that actually harnesses private resources to develop affordable housing; it is not goveruneni funded or driven. Inclusionary zoning was first implemented in 1974 in a wealthy suburb in Washington, DC. It resulted in a very integmW community based on race, income and several other factors and it was very successful. Inclusionary zoning normally requires residential developers to satisfy a percentage of housing units in a proposed development for low or moderate -income households. The benefits of inclusionary zoning includes the fad that it promotes diversity, not just ethnic but economic stimulus throughout growing and develo&g neighborhoods and also helps to maintain middle class. The biggest disadvantages are that of construction and city slows, affordable housing slows down as well. This was a big concern at the meeting since it was noted that they have missed the boat on some very large properties that have been constructed lately and that they have almost reached a peak in terms of buildings in the city. A concern is that inclusionary zoning is not targeted necessarily for the very poor or low low-income households. So the role of the Task Force for the months ahead (the next 6 months), is to decide whether or not to recommend inclusionary zoning in the City of Evanston. If it is decided that they should, then the Task Force will consider whether all new residential consruction should be affected versus gut rehabs versus condo conversions and any other housing; and, whether it should affect all buildings or just those with a certain numbers of units such as four, six and two, as well as the percentage of units that a developer would be required to set aside as affordable, such as one affordable unit for every so many market units. All of these factors will then be decided once a goal of the Task Force is established and it is decided if they should recommend inclusionary zoning. If the Task Force makes a recommendation in favor of inclusionary zoning then it must also decide which incentives to offer builders, such as receiving compensation for having a certain number of affordable units, expedited permit process fees, a density bonus fee waives, relaxed designed standards, etc. Commissioner Higgins Woipoff stated that she received a packet of information today for the second meeting on Thursday, March 25a. At that meeting they arm suppose to discuss all of the statistics in terms of Evanston housing needs. At this point they are just gathering information. She stated that the Task Force is comprised of two Evanston Aldermen (Kent and Bcrnstein� individuals from the Evanston Planning and Housing Commissions, someone from another Evanston housing corporation, a capitol development corporation individual, someone from the Housing HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 9 of 10 Opportunity Development Corporation, a professor from Loyola, someone from CEDA Neighbors at Work, and someone fern the Notthshore Housing Partners. Once the Task Force determines what the housing needs are she will provide an update to the Commission after each meeting. Chair Cervantes stated that he thought that some of the buildings were already including affordable units. Ms. Haynes stated that Chair Cervantes was correct and that she, on behalf of the Commission, helped negotiate set aside units in the 1930 Ridge building last year. What this Task Force will be doing is looking at whether or not they want to propose a mandatory set aside program. She stated that one ofthe masons that the Commission has a seat on the Task Force is the fair housing implication in such programs. Therefore, the Commissioners need to be aware of the fair housing laws because as issues are discussed at those meetings, Commissioner Higgins Wolpoff will need to know what impact they have on fair housing laws. Ms. Haynes stated that a couple of years ago the Commission proposed some amendments to the Residential Landlord and Textant Ordinance (RLTO). The purpose was to allow staff to enforce the RLTO through Administration Adjudication; currently the ordinance is not enforceable. Former Commissioner/Chair David Bradford recommended tfiese changes. He was compelled to do so based on the statistics included in stab's monthly activity reports that related to the number of landlords who were failing to return security deposits to their tenants, landlords entering apartments without proper notification, tenants committing violations and etc. As a result of his and the other Commissioners endeavors, staff prepared an amendment to the RLTO that would give staff the right to issue citations for violations; some other sections were also revised. On November 20, 2000, a public tearing was held in Council Chambers which was suended by landlords and tenants. At the end of the hearing, the Chair ofthe Planning and Development Committee who conducted the hearing, instructed the stafflCommission to develop language to the amendments that both parties (landlords and tenants) could agree to. Since that time a joint meeting took place with the Housing Commission in October 2001 to discuss these amendments. To date, the issues have not been addressed. Ms. Haynes stated that the Commission needs to proceed with amending the sections of the RLTO that have been identified or they can decide to forget the matter. Staff provided copies ofthe transcript from the November 20* public hearing, acopy ofthe proposed amendments including a list of the sections, the RLTO and some forms to be incorporated into it. Chair Cervantes requested that the Commissioners review the materials given them; acquaint themselves with the RLTO, know the pros and cons regarding the hearing and comment as to what their thoughts are regarding the hearing. He stated that Commissioners could respond to him by e-mail. C. HRC Committee Reports 1. Housing Commissioner Higgins Wolpoff stated that the Housing Committee members met and discussed the Inclusionary Housing Task Force and they have an agenda item that Commissioner Wug will present at the next Commission meeting. Commissioner Wug stated that they will be reviewing the Housing Committee meetings and intend to bring issues to the full Commission afterwards. 2. Education Chair Cervantes stated that he and Commissioner Hagcmann W a brief discussion regarding education but it was determined that they need to get together and develop with the assistance of the Commissioners, what is their role in the terms ofeducation. Should the Commission be more involved in providing educational opportunities in the community; should they be part of Districts 65 and 202 deliberations, should they be worried about 60/40 or a Fifth Ward school; and should they be addressing issues involving Northwestern. Commissioner Hagemann stated that the Commissioners should be aware that the 60/40 is going to be discussed in District 65 and they have asked the administration to corn up with all kinds of data that they have never looked at. It is possible the Commission might have to provide an open fawn regarding this issue. 3. Community Issues Chair Cervantes stated Vice -Chair Lane is the only member ofthat Committee. Ms. Thrower informed Chair Cervantes that Commissioner Agee informed her that he is interested in working on this Committee. HUMAN RELATIONS COMMISSION MINUTES March 26, 2003 Page 10 of 10 D. SYEP Job Fair Ms. Haynes stated the Job Fair is scheduled for Saturday, April 266 . It will take place f ern 9:00 am to 2:00 pm. On Friday, April 25* vo&mteers will attend a meeting around 5:30 pen to receive their assignments and help set up tables in the rooms that will be used the day of the Job Fair, food will be served. She provided details about the preparations that are necessary prior to the Job Farr and she provided the Commissioners with a list of areas where vohmtmm are needed. Commissioner Dressner stated that she would not be able to vohmteer because she has to work on Saturdays. Chair Cervantes, Vice -Chair Lmr, Commisskmas Hagemann and Wug volunteered to help. Commissioner Higgins Wolpofl stated that she would not be able to help with the Job Fair either on Friday or Saturday because she has first communion in Geneva, IL She offered her assistance to staff prior to Friday, April 25+; she could leave work early to help in any way necessary. Ms. Haynes stated that she would let her know if her assistance is required. Chair Cervames stmed the need for everyone to communicate as well as they can and e-mail seems to be the most effective way. There being no further hnimess, Commissioner Dressrer moved to adjourn the meeting at 10:55 a m. The motion was seconded and unanimously approved. Respectfully strbKrtitled by: .► Date: Dore wer EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, April 23, 2003 7:00 p.m. — Room 2402 APPROVED SSIONERS PRESENT: Michael Cervantes, Chair, Pat Lane, Vice -Chair, Mavis Hagemann; Jill Dressner, Victoria Higgins Wolpoff and Richard Wug COMMISSIONER(S) EXCUSED: Anthony Agee and Richard Wug STAFF PRESEN - Paula A. Haynes and Dorothy Thrower GUESTS/VISITORS: Peggy Tarr, Betty Ester, Andy Nelson - student reporter at NU, John Brazinski, Mary Gavin — Evanston Roundtable, Shona Buranda, Hollis Settles - NAACP, Bennett Johnson and Mr. Harmon Chair Cervantes called the meeting to order at 7:10 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was present. IL INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed the visitors, asked them to introduce themselves and to make comments ifthey had any. Ms. Tate stated that she is interested in what is going on in the community regarding human relations. She was hoping to get some claificatkm as to what happened at the special meeting that the Human Relations Commission held on Saturday, April I e, to address and hear comments fxvm the public regarding a controversial race related remark that Hecky Powell made at a school board meeting in March. She also wanted to know who challenged that meeting. Ms. Ester stated that she attended the meeting to support the Commission and staff. It is her opinion that the Commission has taken a giant step in the right direction and staff has done an incredible job of providing support and keeping the Commission informed of the issues that are brought to the department. Her primary interest is housing and she tegularty attends the Housing Task Force Committee meetings. Mr. Brzeenski stated that he attended the mating to follow-up on a housing complaint that he filed with the Commission in February 2001. He recently read in the paper what some people viewed as a derogatory comment that Mr. Powell made at the March 23nd school board meeting. He stated that from what he read, people were over -reacting. Ms. Haynes introduced Schona Buranda who has been appointed to the Human Relations Commission. She was introduced at the City Council meeting Monday night. Her name will appear on the agenda for the May 7* Council meeting for confirmation. IL APPROVAL OF MINUTES — March 26, 2003 Chair Cervantes called for approval of the March 26, 2003 minutes. Commissioner Higgins Wolpoff moved to approve the minutes. The motion was seconded by Commissioner Hagemann. Chair Cervantes stated that it appears the minutes were not transcribed verbatim and asked Ms. Thrower to explain the process she used to transcribe them. He wanted to know if the entire discussion regarding the resolution was included as recorded. Ms. Thrower responded that she did include all of the amendments to the resolutions that were suggested or voted on; however, citizens comments were transcribed verbatim. Other information in the minutes are statements that she felt were relevant and made sense regarding the discussions taking place. He asked Ms. Thrower if the tapes are kept for any length of time so that the HUMAN RELATIONS COMMISSION MINUTES April 23.2003 Page 2 of 11 Commissioners can review them later if necessary? She responded that tapes of the meetings arc kept for several months, specifically for that purpose. She asked Chair Cervantes if he thought the minutes were too long and should they be shorter? Chair Cervantes stated that he did not think the minutes were too long and with the length ofthe meeting, he was surprised she was able to make them as short as they were. Chair Cervantes asked if there were any corrections to the minutes. Commissioner Higgins Wolpoff asked if Commissioner Agee is always excused for meetings or who does he get the excusal from? Ms. Haynes stated that if Commissioner Agee calls staff or the Chair stating he is unable to make a meeting he is considered excused. Commissioner Higgins Wolpoff requested the following corrections: on page 4, pars. 6, line 9, correct the mis-spel ling of Commissioner preceding Dressner; page 8, Item V., B, I" paragraph, correct the spelling of mer, and on page 9, C, 01, line 3, the sentence should read: "Commissioner Wug stated they will be reviewing ....."Vice -Chair Lane requested the following corrections: The date which is included in the heading on pages 2 through 10 should be corrected as: March 26. 2003. Vice -Chair Lane stated that some sections of the resolution have votes attached to them and some do not. She was under the assumption that acceptance of the changes to each section would either be by voting or just agreeing to them. Ms. Haynes stated thud as she recalls, when some of the sections required a great deal of debate/discussion, a vote was taken and when there was no contention with other sections, only an agreement was required. Commissioner Hagemann requested the following correction: page 4, line 19 should be corrected to read: "... and request that she amend the language as it is phrased ... ". Chair Cervantes requested the following correction.: page 7, last paragraph, should be rewritten because his comment were not correctly interpreted by Ms. Thrower. The amended language should read: Chair Cervexter itched tlkm 1t is lilt Lrtart to make sum lA & Ike ieto of tlkit Comrwhslotr are as drivers by straw polls. It it the C.oaa� n's duty to listen to the evUence and feedbwk from tke convmw4 arid then make an i rdependeni judznroa s There were no other corrections to the minutes. The motion was unanimously approved to accept the minutes with the noted corrections. At this time in the meeting Vice -Chair Lane moved to amend the agenda to have as its first order ofbusiness. an update on Mr. BnejULla 's complaint. Commissioner Higgins Wolmffseconded the motion which was unanimously aunroved Chair Cervantes asked Ms. Haynes to provide an update regarding Mr. Br=zinski's request for a subpoena relative to the housing complaint that he filed with the Commission. Ms. Haynes stated that to her knowledge the subpoena is still with the Law Department. However on Tuesday, March 25*, she received a letter from the attorney for the co-op board, asking the status of the complaint which clearly indicates it is not a done deal with them. She will be forwarding a copy of that ktter with another request (status of subpoena) to the Law Department before the end of the week. She stated that she is uncertain why the subpoena has not be acted on or why no one has communicated with her in response to her c-mails. Ms. Haynes stated she will continue her efforts to get a response however, there is another fair housing matter that she has ruled on and is still waiting to hear from the Law Department so that the Commission can move forward with a hearing if it is necessary. Chair Cervantes asked Ms. Haynes if there is anything Mr. Brzczinski can do to facilitate the request? Ms. Haynes stated that staff and the Commission are the ones he should address his concerns to; she does not believe he can go to the Law Department regarding the subpoena nor would she advise him to do so. Mr. Brzezinski asked Ms. Baynes if she has met with the Law Department? Ms. Haynes responded that she has communicated with the Law Department but they have not met regarding the specifics. She sent a request for the issuance of a subpoena and if they have questions or concerns they should let her know. Ms. Haynes stated that she will fmd out how much longer it will take for someone to review and respond to the Commission's request for a subpoena when she send them a copy of the ktW from the co-op's attorney. Vice -Chair Lane stated that the reason she wanted to move Mr. Brzezhicki's issue to the top of the agenda is because she finds it repugnant when a citizen comes to an agency with a complaint and it gets lost in the system. She stated that perhaps his Alderman could be helpful to him with this matter. Ms. Haynes suggested that if the Chair prepare some type of communication to the Law Department to accompany the co-op attorney's letter, this might aide in his request. Mr. Brzezinski requested that a copy of the Chair's letter is also sent to the City Manager. HUMAN RELATIONS COMMISSION MINUTES April 23.2003 Page 3 of 11 IIL ACTION ITEM A. Amendmcnt/By-Laws Chair Cervantes provided a brief background regarding the special meeting that was conducted by the Commission on Saturday, April 12+. At that meeting the Commission drafted a statement that he was going to read into the record at the upcoming District 65 school board meeting. However, he received a call from Ms. Haynes that day indicating there may be some problems with his intended presentation and that he should contact Mr. Crum. He stated that when he arrived home Mayor Morton had left him a voice message. When he called her she informed him that Mr. Chun had talked with her and told her that the Commission's special meeting was not preceded by the appropriate notice as required by its By- laws. Chair Cervantes stated that the Commission had unknowingly scheduled that meeting without the five days notice required. He assumed the Commission operated under the same guidelines as the City Council which only requires 49 hours notice. Chair Cervantes stated that he feels very strongly that any comments trade at a meeting that is inappropriately pat together are inappropriate. He talked to the Mayor again and agreed with her that it would not be appropriate for the Commission to make a statement at District 65's school board meeting. He felt that what the Commission was trying to do was too important to allow it to be demeaned later on by any kind of statement regarding the inappropriateness of the meeting. He also discovered the following day when he spoke with Mr. Crum, that there were some other Akkrmen and individuals who were concerned about the meeting. Chair Cervantes stated that the issue of special meeting's is something important to the Cordon and suggested to Ms. Haynes that the Commission come up with an amendment to change their By-laws from the current five days notice to 48 hours, which according to the Illinois Open Meetings Act is recommended. (Copies of the wggestod amendment was given to the Commissioners for their review). Commissioner Haganann moved to accept the amendment. Vice -Chair Lane seconded the motion. Chair Cervantes asked Ms. Haynes ifthis proposed amendment is the same or similar to the amendment that guides the City Council.? Ms. Haynes responded that the language is verbatim except for the substitution of a couple of words. Vke-Chair Lane moved that the Commission replace the existing language in the Jh41aws with the Qr�osed ameen dmertt. 71re motrorr was seconded and unanimouslkepnroved. As a means of clarification, Chair Cervantes stated that the amendment becomes effective immediately and the same rules shall apply at a special greeting as they do at the regular meetings. V. DISCUSSION ITEMS A. School District 65 Copies of documents/newspaper articles, etc., were distributed to the Commissioners regarding Hecky Powell's statements. Chair Cervantes stated that when he spoke with Mr. Crum he asked him if he could provide more details regarding the meting, Mr. Crum informed him that several Aldermen expressed several concerns relative to the special meeting. (1) Was this an appropriate topic that the Commission should have involved itself9 (2) Should Mr. Powell have been invited to that meeting? and, (3) Was the meeting illegally conducted? Chair Cervantes told Mr. Crum that since the meeting was illegally conducted he did not present the Commission's statement at the upcoming District 65 school board meting. He also asked Mr. Crum if he could have the names of the Akknnen who questioned the meeting so that he could talk to them personally. Mr. Crum suggested that Chair Cervantes attend a City Council meeting to address the matter. Chair Cervantes informed him that that he did not want to make a statement at a Council meeting and sit down. If he was going to be questioned he felt a dialogue was necessary so that he could ask as well as answer questions. Mr. Crum thought a meeting could be arranged however, he had to go out of town just before the Easter weekend, therefore a meeting dale could not be arranged. Chair Cervantes informed Mr. Chun that he believed Mr. Powell's issue fell within the mandate of the Commission's Mission Statement and that it is involved io matters concerning race in Evanston. He also stated that he does not believer District 65 exist outside of this community; it is part of the community and is within the realm of matters the Commission should be concerned about. Vice -Chair Lane stated that the Chicago Tribune reported that "City officials determined the meeting was improper because Powell was not notified about it." She stated that this was totally incorrect. Chair Cervantes stated that he did not know where the Chicago Tribune got their idea and assumes this was Alderman Newman's notion when they HUMAN RELATIONS COMMISSION MINUTES April 23, 2003 Page a of I I interviewed him. Since he has not had an opportunity to address the Council he has no idea who provided that information or ifAlderman Newman had some other information that the Commission did not have as to why the special meeting was improper. Chair Cervantes stand that it is his understanding that the Commission does not invite anyone to its meetings; people attend the meetings based on their own interests. He stated that it is his experience that the only time the Commission has invited an}one to a meeting was to have them provide some expertise that is required in order to continue an investigation or issue that is being addressed. For example, the Commission invited the Chief of Police, Frank Kaminiski to a meeting to address and discuss the issue of racial profiling. Ms. Tarr stated that the Chicago Tnlww referred to the meeting as a mediation but Mr. Powell was not invited. Chair Cervantes stated that the purpose of the meeting was two -fold according to the agenda. (1) Was this an appropriate issue for the Commission to be involved ? and, (2) If it was, what would be their approach be in addressing this issue? He stated that a portion of the Commission's responsibility is to conduct mediations when it is appropriate and ifell parties arc willing to do so. Vice -Chair Lane pointed out that the Chicago Tribune also incorrectly stated that the meeting was called by the Executive Director. Chair Cervantes stated that this to was a false statement; he called for the meeting. He stated that according to the By-Imm special meetings can only be called by the Chair and Co -Chairs. Mr. Johnson stated that he supports the basic principal for calling a meeting. He suggested that in the future if an issue is to be addressed, it is important to have that issue presented to the entire Comm ission. Chair Cervantes commented that he was not going to say that this will be the Commission's policy because it will depend upon the issue. He stated that the meeting was not called for the purpose of mediation or to get conurtents from the community. Mr. Johnson stdod that as a Commission of public officials, they have a responsibility to get the facts if they are available; the facts were available as a transcript or on a video tape. He stated that Chair Cervantes mentioned at the April 12te meeting, that he had a conversation with Mr. Powell prior to the meeting therefore, it would have been appropriate to invite him or his representative to the meeting as a means of professional courtesy. Chair Cervantes disagreed with Mr. Johnson and stated that the Commission has a way of running its meetings as do other groups. He stated that this Commission will not change its policies; professional courtesy, etc., are secondary to what the role of the Commission is and how it should function; if professional courtesy is possible within those guidelines he will be happy to acknowledge it. Ms. Haynes stated that at Monday night's City Council meeting, Alderman Newman made a reference to the Human Services Committee regarding the Human Relations Commission and neighborhood mediation. She stated that perhaps sometime in the new future the Commission will be hearing from the Human Services Committee regarding that matter. Ms. Ester stated that she has been involved with group seeking mediation and when the members of the community attended the meeting on April 12*, there were some asking for Mr. Powell's resignation and some felt the Commission should take some type of stand. She stated that this is totally different from mediation Commissioner Hagernann stated that the Commission need facts and she has been attending the school board meeting. Chair Cervantes stated that he dwught the Commission at that time felt there were enough facts to move ahead He stated that staff attempted to get the video tape prior to the meeting on April 120'to review it but was unsuccessful. And, it is important to recognize that Mr. Powell never denied making his comments. Chair Cervantes stated he wanted the Commission to address the notion of inviting people to meetings. Vico-Chair Lane stated that she would like to think about this and discuss it further. She requested that the matter be placed on May's agenda because this meeting agenda was full. Chair Cervantes stated that it could be placed on a future agenda. He stated there are some other items concerning this matter that he intends to investigate or look into in more detail. Mr. Johnson stated that his concern is that very often when something like the Powell incident happens, people get more involved in procedure and playing chess games with the personalities, etc. He stated that the problem is not Hecky Powell nor the fad that the Hum Relations Commission met in good faith. The problem is racism; institutional racism exists in this city and it is the Commission's responsibility to look into the problem of race in the school dfstrictd; this particular phenomena came about because of the characterization of die children at the schools. He stated that it seems to HUMAN RELATIONS COMMISSION MINUTES April 23, 2003 Page 5 of l I him that the responsibility is not so much to wont' about what one or Mr. Powell said but the fact that it came about because ofa basic flaw in the school system. If the Human Relations Commission follows through on this issue, it seem to him that it would redeem itself in a real way and really address the problem and make the community a better place to live. Chair Cervantes commented that the statement which the Commission never addressed to District 65, stated that they felt the issue which Mr. Powell brought up multi -racism, which is a significant and important issue and that this Commission will be addressing those issues in the future. The statement also said this Commission intends to be involved with these issues as time goes forward but it has a considerable amount of research and study to do before they get there. B. Communication With Alderman Vice -Chair Lane stated that part of this agenda item is associated with item C and requested that the meeting move forward to Public Relations. C. Public Relations 1. Calendar of Events Chair Cervantes stated that the fast thing he did when he hear about the Hecky Powell situation, he called his Alderman and talked to him. He suggested that all of the Commissioners have continued dialogue with their Alderman if they have not done so in the past. Keeping in touch with the Aldermen is a critical part of what they need to do in order to be in touch with the community. Chair Cervantes took a few minutes to identify the wards where each Commissioner hives and identify their Alderman. Vic -CMir lane-8m Ward; Commissioner Higgins Wolpoff 56 Ward; Commissioner Hagemann-7* Ward and she will contact the Alderman of the Zed Ward; Commissioner Dressner-l" Wand; Chair Cervantes-0 Ward and he will contact the Alderman of the 9a Ward; Commissioner Wug-3'd Ward; Commissioner Burtad"* Ward; and Commissioner Agee-0 Ward. Chair Cervantes encouraged the Commissioners to talk to their Alderman by the next meeting and explain what the Commission's mission is. Vice -Chair Lane requested that the Commissioners ask their Alderman what in their opinion, are human relations issues. Ms. Haynes provided a calendar of events for the Commissioners. Vice -Chair Lane stated that the reason they asked for the calendar of events is to be able to augment the activities of staff and the City's Public Relations Department. She asked the Commissioners to review the list and do some brainstorming as to what they might want to do in the future. The issue can be re -visited at the next meeting. Ms. Haynes stated that even through the calendar ofevents of human relations issues has been prepared, the Commission has not programmed itself for events in the past and it would be appropriate for them to do so. However, they need to know how and if they afford to pay for a particular event. Commissioner Higgins Wolpoff stated that perhaps at the May meeting the Commission can discuss what type of event it should be and the kinds of resources that are available to them. Vice -Chair Lane stated" one of the things that has becn on her mind since her accession to the Commission is snaking people aware of its existence. She wants to initiate the process of having photographs made of the Commissioners including a mission statement that can be distributed to the media as soon as possible. After a brief discussion a request was made of Ms. Haynes to contact the Community Services staff person for the City to see if she would be able to take photos of the Commissioners. the Commissioners were asked to fill out a form to have identifneation photographs taken. Vice -Chair Lane indicated that she was impressed with the City of Chicago Human Relations Commission Awards Banquet which raised the profile of contnibutions in the field of human relations and thinks it would benefit Evanston to imitate that effort, be it an award presented at the annual CommUNITY picnic in August or at a dinner. Commissioner Higgins Wolpoffstated that she thought it was a good idea but she thinks the Commissioners need to be more informed ofthe community actionlactivities that are taking place before they start bestowing awards to people. Ms. Haynes stated that the Chicago Human Relations Commission asks other agencies and organizations to nominate people for the awards given. If this Commission wants to do the same thing, a sub -committee could review the nominations and identify the person or persons that most deserving of the award. The Commission also needs to deterrnine what type of award will be given and why, however, financing an awards banquet needs to be addressed first. Chair Cervantes stated that in order to HUMAN RELATIONS COMMISSION MINUTES April 23, 2003 Page 5 of 11 initiate this ef%rt it will become a regular agenda item for discussion. Vice -Chair Lane told Ms. Gavin (Roundtable R that she and Commissioner Higgins Wolpoff will talk to her to determine whether the photos display should be group or single. Ms. Dynes stated that she has proposed several activities for the Commission to participate in over the years; she will send those activities to the Commissioner by e-mail. D. Fair Housing Matter -- Housing Options Ms. Haynes stated there was a discussion at the executive meeting about Housing Options purchasing a home at Kirk and Asbury. Since that meeting Alderman Rainey made a reference at the City Council meeting that would amend the Residential Care Home Category 1 group, which Housing Options falls under. The proposed amendment to Category I appears to violate fair housing laws. She gave them a copy of the letter that she received from Housing Options regarding this matter. She stated that she has a multi -page document that Alexander Brown gave her this aflcrnoon to read that was prepared by their attorney addressing their concerns. He stated that they are facing some ofthe same issues that existed a few years ago when they purchased property in the Yd and 4'b Wards. Ms. Haynes stated that it is her intent to put something in writing to the Law Department indicating how this proposed amendment would violate fair housing laws. As the Law Department interacts with the Planning Commission and the Human Services Committee, they can advise them of the possible fair housing violations. She stated that if the City Council passes this proposed , � _ f.. —, t it would violate the fair housing law. According to the Fair Housing Ordinance if someone comes to her as the Executive Director and share with her what took place and she determines there is a violation of the Fair Housing Ordinance she is obligated to take the complaint. The current law states that four to eight people can share a dwelling unit in a residential cane home; the proposed change would only allow that number of people per property. Vice -Chair Lane asked Ms. Haynes how is this a violation of the Fair Housing Ordinance? Ms. Haynes responded that this is being done to discriminate and control the number of people in a unit. Vice -Chair Lane disagreed with Ms. Haynes and stated that she attended the meeting and it is her perception that is not the attempt at all. Ms. Haynes stated that will be the outcome. Vice -Chair lane stated that the meeting was not hostile to having a facility for mentally ill people in the neighborhood. The hostility was based on how it was handled and the lack ofsupervision ofthese people. The questions and concerns of the community related to the seeming efforts of Housing Options to put too much responsibility on the patients and they were curious whedaer the residents could handle the responsibility of good citizenship without responsibility. The questions related to avoiding licensing and the regulations and avoiding discussing things with the community. The agency's intention was to make sure everything was operating properly. Ms. Haynes stated that her comments had nothing to do with the meeting; they relate directly to the amendment that has been proposed by the Alderman. Vice - Chair Lame staged that the intent of this modification was to bring the units into a riegulated certified operation; its not a matter ofdiscrimination. Chair Cervantes stated that it could bean act of discrimination. Ms. Haynes stated this is not the opinion of Housing Options and she is obligated to inform the city attorney and based upon the information provided it would violate the fair housing laws. Chair Cervantes stated that they are only asking for an adjustment and if it was against the law they would not be making the proposal; its a zoning change. Ms. Haynes stated that zoning laws affect the housing laws and as previously stated, she will investigate the matter further and present her report to the Law '... ,.t with a recommendation. Chair Cervantes stated that he thinks the Commission should be involved in this media to see wlM they believe and what their proposal should be to the City Council. He stated that it seems to him that the Commissiau can conduct an investigation and if it looks as though this is something that would be good for the Evanston community, they should let the community know whether they are for or against the proposal. Ms. Haynes stated that the role of the Commission is to enforce the Fair Housing Ordinance, relative to this proposal. Chair Cervantes stated that just as the Commission is proposing alterations to the housing ordinance for reinforcement, etc., their role also is to suggest adjustments to ordinances. Commissiona Hagcrnann asked if the residential care facility have some units that are fairly large in some places first they own and some that are small, but in the larger ones you can only have one apartment? Ms. Haynes responded yes that is true. Chair Cervantes stated that the underlying issue here is something that maybe the Commission should be concerned about If in fact it nuns out that properties such as this are left open to individuals who require assistance or supervision, maybe there are some special housing provisions that should be made for those situations. He suggested that the Commission find out more about this matter, since Vice -Chair Lane attended the meeting, the Commission has begun to see what is gating on. HUMAN RELATIONS COMMISSION MINUTES April 23. 2003 Page 7 of 11 Ms. Haynes encouraged the Commissioners to read the Fair Housing Ordinance because it is very specific in terms of what the Commission's role is regarding matters such as the one she presented. Chair Cervantes stated that this is an issue that possibly the Commission should be looking at. The matter will be placed on the May agenda and as more information is developed by staff, Ms. Haynes should apprise the Commission of the developments. At this juncture of the meeting the Commission took a five minute break Ms. Ester stated that with regard to the Housing Options matter, there are federal and state laws that govern the housing of the mentally ill. One law was passed and another was adopted afterwards that would allow organizations like the Housing Options to have residences in the community with a certain number of tenants. She stated that the neighborhood is concerned about the care and supervision and not how many people live in the residence. The Commission needs to be dealing with the Mental Heahh Board regarding this matter and not changing the current amendment If the amendment is changed then the Commission is saying that if you are mentally ill we are going to limit the place where you live and to her that is against the law. Ms. Haynes stated that if the City's Fair Housing Ordinance is not substantially equivalent to the Federal Fair Law, it will supersede the city law. Ms. Tarr stated that she remembers another neighborhood that experienced the same changes that are being proposed and she would have for the Human Relations Commission to come up with a statement that supports something dud is illegal. It is her hope that the Commission will not support the amendment. Chair Cervantes stated that we also have to remember that not too marry years ago it was also illegal for a lot of minorities to get involved in things; therefore, laws no matter what they are, are made to be changed as conditions change and as the needs of the community change. He stated that he agreed with Ms. Tarr but the Commission is not going to support something that is illegal but on the other hand he is not going to say that all laws on the books are tcrrif c; the Patriot Act is an example. Ms. Tarr responded that as a means of clarification that is not what she said and sometimes she is tender about what minorities have been through and stay with her previous comments. She stated that communities are not always right in what they want with regard to fair housing rights and Chair Cervantes is right with regard to changes that take place, but let's hopes that the changes they are talking about will benefit the community. Chair Cervantes that that the purpose of the Commission is to make sure, as best they can, to develop appropriate access for all affected individuals IV. INFORMATION ITEMS A. Status of Proposed Housing Issues — Local Legislation Ms. Haynes stated first she has about a one and half hour power point presentation of the entire Landlord and Tenant Ordinance. It also includes her putting the amendments in the proper context so the Commissioners can understand why they are being proposed. Commissioner Dressner proposed that Ms. Haynes' presentation be re -scheduled for the May 28* meeting. After some consideration regarding the length of time that Ms. Haynes' presentation would require at a regular meeting, Chair Cervantes suggested that a special meeting may be necessary. He stated that he and Vice -Chair Lane will came up with a recommendation regarding how this will take place. B. Executive Director's Report Commissioner Higgins Wolpoff stated that she did not understand the informudon provided under "Potpourri". Ms. Haynes stated that the Kwning Commission has been holding a series of meetings with various segments of the community for several years to determine what those residents want to see in their community and who is important to them. For approximately two years the Planning Commission began working with the people who live or own property in the 5d Ward to determine how they would like their community look and to address some of the issues and problems that exist them. The Commission is in the process of frnalizing the reports and recommendations, which have not been HUMAN RELATIONS COMMISSION MINUTES April 23, 2003 Page 8 of 11 presented yet. Commissioner Hagemann asked what is the status of the I late Crime activity? Ms. Haynes stated that copies of the police reports and her letters to the latest victims of hate crimes were included in their meeting packets. She stated that all of the people appear to be of middle eastern decent: most of the incidents were related to vehicles being vandalized. C. SYEP Job Fair Chair Cervantes stated that the Summer Youth Employment Program Job Fair will take place on Saturday. April 2e. He will be there for the majority of the day. Ms. Haynes reminded the Commissioners of the meeting that will take place on Friday, April 25'h at 6:00 p.m. in the Parasol Room. at which time the volunteers for the Job Fair will be given their assignments; dinner will also be available for them. D. HRC Committee Reports 1. Housing Commissioner Higgins Wolpoff reported that Commissioner Wug has been in contact with the Housing Commission and is attaining the minutes of their meetings and will forward them to her and Commissioner Dressner. The Inclusionary Housing Task Force met on March 27* and April 22ed At both meetings the members have received lots of statistics/data and they were presented with an Evanston Affordable Housing Needs Assessment; updates were provided at the April 220d meeting. Key findings include the percent and overall number of middle income households. An Evanston middle income household is considered to be fifty thousand to one hundred thousand dollars. in Evanston, lower and upper income households have increased in the past ten years while middle income has decreased. The number of Evanston homeowners paying more than thirty percent for housing increased by ten percent between 1990 and 2000. Compared to our surrounding cities, the Chicago region, the state and the nation, Evanston residents are some of the highest homeowners paying over thirty percent of their household income on housing; statistics show that the same is applied for renters in Evanston as well. Home sak prices have increased dramatically in the past ten years and the number of homes sold at prices affordable to the Evanston medium income has decreased significantly. As a result, families either are spending an unaffordable portion of their income on housing or having to move out ofdw community. From 1999 to 2000, the number of mortgages taken out by African American home buyers increased but the percent of mortgages taken by these home buyers decreased by three percent. For the same time period the number of new mortgages taken out by Caucasians, Asians and Hispanics all increased. Most apartment rental rates have risen between 1995 and 2002 with most rental rates increasing between fifteen to twenty percent of that period. Vacancy rates dropped 1.5 percent from 1990 to 2000; it is now 3.2 percent which the City of Evanston believes, a healthy rate is five percent; therefore there is not a lot of affordable housing or housing available. The majority of Evanston residents who use Housing Choice Vouchers (HCV) have been updated according to the new statistics that Ms. Haynes provided in her Executive Director's Report. Over the last ten years, the total number of vouchers have increased from 579 in 1993 to 975 (according to Mr. Haynes report) in 2003. It was noted at the meeting last night that Evanston is second in the county behind Harvey in terms of the number of HCVs that are used. There are currently 848 Evanston residents on the HCV waiting list. Ms. Haynes pointed out that these people are Evanston residents which means that if everyone receives a voucher and providing the current number does not change, there will be 1800 HCVs in Evanston. Commissioner Higgins Wolpoff stated that the Task Force found that Evanston lacks sufficient transitional and permanent supportive housing units that meets the needs of some of the vulnerable population. For example, in 20M Evanston lacked the necessary estimated number of supportive housing units for the HIV aids population and had halfthe number of HUD recommended housing units for the developmentally disabled. Evanston does have the HUD recommended number of housing units for elderly, frail elderly and those with developments] and physical disabilities. The Task Force did review the lack of sufficient housing for these two populations and found out on April 22rd , that there arc other services provided to these individuals such as rent support and other services. Commissioner Higgins Wolpoff provided assessments and other data to those Commissioners who wanted them. She stated that the Task Force will review the Affordable Housing Too) kit at the May meeting to decide what their recommendations will be. Chair Cervantes asked Commissioner Higgins Wolpoff if, during the Task Forces' discussions, was there more comparative information as to how Evanston stands against other cities in the County? Ms. Haynes stated that she has HUMAN RELATIONS COMMISSION MINUTES April 23. 2003 Page 9 of l 1 that data available and will send it to the Commissioners. Ms. Haynes stated that the City Council passed the ordinance for employee assisted housing at the Monday meeting. Commissioner Higgins Wolpoff stated that she was aware of this incentive which provides low interest loans to city employees to reduce turn over and encourage community buy in. 2. Education Chair Cervantes stated that he and Commissioner Hagemann attended the March school board meeting and they are going to get to meet again with some specific recommendations from the Commission. Commissioner Hagemann stated that the school board will be looking at the 60 percent guidelines which the Commission should know about and maybe work with some of the school board members on that project. Chair Cervantes stated that one of the immediate things the Commission needs to do is find out more about the multiracial problem in the schools. 3. Community issues Vice -Chair Lane did not have anything to report; she has been unable to get in contact with Commissioner Agee. C. USA Patriot Act Update Ms. Haynes stated that the resolution regarding the USA Patriot Act will appear on the Human Services Committee agenda for May 5*. Chair Cervantes stated that the amendments to the resolution were agreed to and voted on at the March meeting but it needed to be reviewed to see if it stated what they wanted. Commissioner Dressner stated that she informed Chair Cervantes that she was involved in drafting the resolution but she does not remember the title. She stated that at the March meeting there was some discussion about the fundamental rights and liberties of individuals but they were not calling them specifically civil liberties and for uniformity purposes right now, the title and body do not match each other. The last section, (Section VI), refers to it as Fundamental ]tights and Liberties and the title refers to the document as Civil Liberties. Vice -Chair Lane staled that in the initial proposal that the Commission discussed, the title was Civil Liberties but it was changed. Ms. Haynes stated that it was changed because there were references to the US Constitution and not all of the rights that are afforded to us come from the Constitution; rights and liberties come from many areas. Commissioner Dressner stated that from a legal standpoint, the two titles have different meanings; if everything is to be incorporated then the title needs to be expanded to say Fundamental Rights and Civil Liberties. Chair Cervantes and Vice -Chair Lane stated that the Commission voted on Civil Liberties and Civil Rights and that is what the title should be. Commissioner Dressner stated that item # l of the resolution indicates that fundamental rights and civil liberties are completely different. Chair Cervantes again reiterated what the Commission voted on and to change it now is to somehow say the vote was invalid. There was some additional discussion regarding this matter and it was determined that the document did not have a title initially. The Commissioners decided that the title would be: A Resolution -"Opposing Sections of the USA Patriot Act' : The Commission and staff began to review and discuss the Resolution to determine what changes ifany should be made. Commissioner Dressner provided legal commentary during the discussion and changes to the resolution. Commissioner Dressner staled that Commissioner Higgins Wolpoff had suggested that be added to the resolution but not in lieu of what there. Commissioner Dressner stated that she included a scverability clause which is added to legal documents and just in case an error is made somewhere it would prevent the elimination of the entire resolution. The clause is meant to be an addition and not a substitution to the previous language. Commissioner Higgins Wotpfoff asked where is the clause normally placed because it seems to be out of place where it is. Commissioner Dressner stated normally she would have placed it at the end except it would down play the entire language. She suggested that it be placed prior to the last AFFIRM section. (15) AFFIRM that the City of Evanston calls upon Illinois Senators and Members of Congress to vigilantly monitor the implementation of the USA Patriot Act and associated Orders, and to actively work for the repeal of those sections that violate fundamental rights and liberties as stated in the U.S. Constitution and its Amendments. HUMAN RELATIONS COMMISSION hfINUTES April 23. 2003 Page 10 of 11 Commissioner Dressner stated that at the March meeting she thought her suggestion to change the language contained in the last section of the ordinance was marred to. The section states: AFFIRM that the City of Evanston calls upon lllkwh Senators and Members of Congress to vigilantly monitor the implementation of the USA Patriot Act and eswd^W Orders, and to acdwly workforthe repealofthose sections that violatejxndamentairt tsand ifiW ina:s staled In the U.S. Consihudon and its Amendments. Commissioner Drrssner stated that she said the section was to limiting to call on just the admonishment of Illinois Senators and members of Congress and maybe it should be expanded. Chair Cervantes stated that the Commission unanimously voted to leave in Illinois. Chair Cervantes read the motion by Commissioner Wug to adopt the clause prepared by Commissioner Hagemann which was seconded by Vice -Chair Lane. The March 26d minutes reflect on the bottom of page 7 that Commissioner Dressner stated that she lost her argument trying to repeal the Act. However on page S, rust paragraph, the record reflects that Commissioner Hagemann's proposed clause was voted on and passed 4 to 2. Commissioner Dressner stated that she lost her argument trying to repeal the section in its entirety but she did make two points: (1) That it should be senators and members of congress in general and she did point out the parallelism with Chair Cervantes' admonishment and, (2) As worded, the section had no legal significance. She agreed that her suggestion to repeal the entire section was part of the reason it was voted down 4 to 2 and also due to the lack of wording that she was unable to provide at that time. Commissioner Dressner stated that it was her interpretation at the time, that part of her suggestion was agreed to and the rest of it was voted down. Commissioner Hagemann stated that was her impression also. Vice -Chair Lane stated that maybe the Commissioners listen to the tape. Chair Cervantes stared that he made a ruling which stands as it was voted on. He stated that the Commission is not going to set a precedence and then undo votes later on because that means votes taken have no meaning. Vice -Chair Lane stated that she was only asking if the transcript is correct. Chair Cervantes stated that he remembers very distinctly that Commissioner Hagemann suggested the section which was voted on and passed. Commissioner Dressner stated that it was her understanding that the wording was amended to take out "Illinois". Chair Cervantes stated that was not true otherwise it would have called for another vote and there is no way he would have agree to that. Vice -Chair Lane stated that at the March 26' meeting during the discussion of item # 15, she made a request that consideration be given to adding "safe guards against abuse" and sunset clause to the section. She stated that her s goestion regarding the sunset clause was made at the beginning discussion regarding the ordinance but everyone disagreed with it. Commissioner Dressner stated that she remembers when they talked about the sunset provision, she indicated that part of Item #15 should have sunset provisions. Vice -Chair Lane stated that she would settle for the consideration of adding "safe guards against abuse" to the section. Commissioner Dressner stated that she remembers that when she talked about the section being too vague as written and that it had no legal meaning, Commissioner Higgins Wolpoff questioned the purpose of the severability clause language. She stated that she provided some language but did not see it reflected in the minutes. Fallowing are the changes she suggested that Chair Cervantes would not accept: "That the City of Evanston request that Illinois Congressional delegation monitor the implementation ofthe USA Patriot Act and the associated orders and rules of the executive branch and actively work for the repeal of those portions of the act and those orders and rules that violate the fundamental rights and civil liberties guaranteed by the United States and Illinois constitutions, federal and state statues and court opinions as interpreted." Chair Cervantes stated that he did like the language better that she prepared. Commissioner Hagemann stated that she finds it very difficult, such as the March meeting or any time to be certain what you are voting for/ when you do not have the document to refer t o in front of you HUMAN RELATIONS COMMISSION MINUTES April 23, 2003 Page I 1 of I 1 Commissioner Dressner stated that she said several times at the meeting she did not have a copy of or received an e-mail of Vice -Chair Lane's resolution. Vice.Chair Lane stated that the Commission took out privacy in one of the sections. Chair Cervantes stated that changes made to some of the sections had room for change that did not affect the content At the request of Commissioner Higgins Wolpoff, Commissioner Dressner re -read her proposed language for Section 6. Vice -Chair Lane stated that the language sound better to her, Chair Cervantes agreed but stated that is not the issue. He stated that the current language will remain as it is and in the future the Commission will do a better job if they want to re -submit amendments. He stated that at this point her recommendation should be made to the Human Services Committee or to Council and he hopes she gets it passed but this Commission is not going to allow the change. He stated that if it goes to the Human Services Committee he might support the change. Commissioner Dressner stated that she will not be able to attend that mreetis g on the May 5° because she has to give a final exam. Commissioner Higgins Wolpoff told Commissioner Dressner that since she will not be at the meeting perhaps one of the Commissioners could take her proposal to the meeting. Commissioner Dressner stated that she spent a lot of time walking on the language that she presented; she had every resolution that has been passed in the country to work on the language. Chair Cervantes that it was never in his mind or intended that this was suppose to be an exactly legal t, � w � „ t; this was a document that expresses the Commission's outrage end spirit of what they are trying to do. Wha@wer it expressively meets the exactness of the law or whatever, he never concluded that to be an exact science. Ms. Haynes stated that she will make the requested corrections to the resolution and forward it to the Law Department so that it can be placed on the Human Services Committee's agenda for May 5's. She stated that she cannot guarantee that every word or phrase is going remain the same because the Law Department might make some changes. Commissioner Dresser asked if there is any way this item could be placed at the end of the agenda or its placement on May 5*? Ms. Haynes stated this could not be done because the Chair makes the decision however, she will ask a staff person to the Committee if this can be done. Commissioner Higgins Wolpoff wanted to know if the Commissioners will have acopy of the resolution to review before the meeting? Ms. Haynes stated that she will make the corrections, send it to the Law Department and when it is returned, she will send copies to all of the Commissioners. VL OLDIUNFINISHED BUSINESS These was no old or unfinished business. V1L NEW BUSINESS Chair Cervantes stated that in the past, all Commissioners have had a City of Evanston identification card and he believes they should continue to do so. Ms. Haynes asked the Commissioners to till out the information forms that she provided and she will make arrangements with the Human Resources Department to have their photos taken. She stated that the purpose of having this identification is a means for people to know who they are when they are out in the community. Chair Cervantes stated that he is calling a special meeting as soon as possible. It will be a closed meeting regarding stafl7personnel issues. It was agreed that the meeting will take place on 'Thursday, May I" at the Civic Center. He will notify the Commissioners of the time because he has a meeting that night He told Ms. Haynes that he will let her know what time he is going to announce the meeting. Ms. Haynes reminded the Chair that they are required to keep minutes. VUL ADJOURNMENT That being no further business, Chair Cervantes adjourned the meet at 10:20 p.m. Respectfully submitted by: i �L�Ia(�5ccretary Date: J3 Doro Thrower T_ _ - EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, May 28, 2003 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Michael Cervantes -Chair, Mavis Hagemann, Jill Dressner, Victoria Higgins Wolpoff and Schona Buranda COMMISSIONER(S) EXCUSED: STAFF PRESENT: GUESTSIVISITORS: Richard Wug and Patricia Lane Paula A. Haynes and Dorothy Thrower Peggy Tarr and Larry RufTofo Chair Cervantes called the meeting to order at 7: 23 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was present. IL INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed all of the citizenry, asked them to introduce themselves and invited any comments. The following individuals introduced themselves and made the following comments. Ms. Tarr provided the Chair with a copy of an article from The Dailv Northwestern regarding the continuing racial epitaphs that are being written on the doors of some African American students who belong to an organization named For Members Only (FMO) at Northwestern University. She also provided another article from The Daily Northwestern regarding the matter involving Mr. Hecky Powell's comments at a School Board meeting in March. She wanted to know if the Commission is going to put anything in writing regarding the inappropriate comments by Mr. Powell; she suggested that the Commission address or offer some type of help/guidance to the students affected by the racial issue they are currently experiencing at NU. Chair Cervantes stated that the matter regarding the NU racial issue would be discussed under the agenda item VII. NEW BUSINESS. Mr. Larry Ruthelow stated that he has been an Evanston resident for the nine years and became interested in the Human Relations Commission when he attended a hearing regarding the USA Patriot Act. He stated that he is interested in becoming a member of the Commission and has applied on the Internet. III. APPROVAL OF MINUTES — APRIL 23, 2003 Chair Cervantes called for approval of the minutes. Commissioner Hagemann moved to approve the minutes. The motion was seconded. Commissioner Dressner requested the following corrections: On page 10, a pager, should be corrected to read: "Commissioner Dressner stated that Commissioner Higgins Wolpofiquestioned the purpose of the severability clause language."; page 10 Yd paragraph should read: "Commissioner Dressner stated that she lost her argument trying to repeal the Act..."; page 11, first paragraph, delete the second sentence. Her comments relative to Section I of the Patriot Act were to repeal the parts of the resolution that were unconstitutional as written. Chair Cervantes requested the following changes: Page 5, 10 paragraph, line 5 should read: " ... Mr. Powell brought up the concept of m&#kwch0iv as a signifKAmt and important issuo and tkor Ails CommLaion wN be a0remi rg tA<h h w In thefr are."; page 3, Item V.,10* line, the complete sentence should read: "if he was going to be questioned he felt a dialogue was necessary so that he could ask as mall as answer questions."; Commissioner Higgins Wolpoffrequested the following changes: Page 7, last paragraph, under item B., correct the spelling of her last name Wolpvff ; page Yd paragraph, item C, number 1, 7d` line should read: "In Evanston, lower and upper income households have increased in HUMAN RELATIONS COMMISSION MINUTES May 29, 2003 Page 2 of 6 the past ten years while middle income households have decreased."; same paragraph, line 15, remove the words pt mares of; same paragraph, 24* line, the complete sentence should read: "There are currently 848 Evanston residents who are on the HCV waiting list.; page 9, to line, change buying to buy In. There being no additional corrections the minutes were approved unanimously as amended. Ii. ACTION ITEM A. Patriot Act Letter of Transmittal Chair Cervantes congratulated the Commission for its work on the Patriot Act and carrying it forth to the Human Services Committee (HRC) where it was passed. He stated that one of the Commission's objectives in addition to getting the resolution passed was to transmit it to all of the individuals identified in the document throughout the state of Illinois. The City Clerk's Office was identified in the resolution as the entity that would transmit the document to those individuals. The resolution was not referred back to the Commission because the members ofthe HSC elected to rewrite it themselves, appealing the entire Act, because they felt the one presented to them by the Human Relations Commission was too weak and vague. Chair Cervantes stated that regardless of the City Clerk's action, he thinks the Commission should send a letter of confirmation to the other Human Relations Commissions not only to address the resolution but also to continue its communication with them. After some discussion the following action was taken. Commissioner Dreamer moved that the Commission do not duvlicate sendine out the resolution. however ifa letter is imm it should be a one ofre-introduction and also stale that the Commission is willine to work with them in develaoing,g resolution in whatever capacity thev feel necessarv. Commissioner Hanemann seconded the motion. The letter will be reviewed by all ofthe Commissioners prior to it beine sent out. Ms. Haynes stated that ifthe Commission wants to open up their communication with odwcommissions it does not have to be centered on the Patriot Act. There is a north shore group of commissions who meet with this Commission occasionally. She stated that the communication with these groups started when Ricky Birdsong was killed a few years ago. A brief discussion took place regarding the Commission being involved with other commissions on the nori Wxxe. Ms. Tarr suggested" the Commission's Public Relations members send something to the papers thanking the HSC for acting on the Patriot Act. Commissioner Higgins Wolpoffthought Ms. Tare's suggestion was excellent and moved to amend the original motion made by Commissioner Dressner. Commissioner Hig ns Wolfnoffre�ruested that the original motion be amended to include that some rune ofletrer be plated in the editorial section ofthe local papers. Chair Cervantes staled that he thought that the Commission was going to take an activist role to ensure that the Patriot Act would be passed throughout the state and that he is not interested in sending a letter of reintroduction to other commissions/. He wanted to make the commissions aware of the actions and processes that took place to get the Act passed and that this Commission is offering their assistance should they decide to adopt a resolution. He called for approval of the original motion with the amendment. The motion was unanimously opposed and a new motion was made. Commissioner Dressner moved that the Commission write a letter to all ofthe human relations commissions throughg7ga the state: that it will be framed in an activist frame of reference :r-, encourage them to follow the Evanston Human Relations Commission lead: that the letter will be developed h, the Chair and staff and sent out to all of the HR Commissioners for approval before it is sent out. The motion was seconded and unanimously approved. Chair Cervantes stated that the Chair and Executive Director would prepare such a letter pending the Commissioners approval. B. Special Meeting For Proposed Housing Issues Chair Cervantes stated that a special meeting has to take place for Ms. Haynes to make her presentation regarding HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 3 of 6 housing issues. Since this special meeting was contingent upon the Commissioners availability Chair Cervantes moved item F (under V. DISCUSSION ITEMS), up on the agenda for discussion in order to determine when all of the Commissioners would be available. Some time was spent discussing schedules. Chair Cervantes stated that as in the past, the Commission would not have a meeting in August. Commissioner Dressner stated that based on her travel schedule for the next few months, she feels comfortable missing the meeting with the hope that Ms. Haynes will bring her up -to -dale on the presentation at an available time. It appeared from the majority of the Commissioners schedules present that a possible date could be scheduled during the second week of July. Chair Cervantes stated that he would contact the Commissioners later to see if they would be available during that time. C. Protocol For Community Issues Chair Cervantes stated that he has been very open in allowing citizens to make comments at the meetings and wanted to know if the Commissioners had any comments regarding what they feel is the appropriate way for this Commission to addresstrespond to citizen's comments. Commissioner Dressner commented that she though Herky Powell should have been imrited to the Special Meeting that the Commission held; that Chair Cervantes should have informed the Commissioners that he spoke with Mr. Powell before the meeting took place; and, that, he had prepared and sent a letter to the School Board without their knowledge or chance to review it Chair Cervantes stated that in hindsight, he agrees with Commissioner Dreamer. It was established that the Commisskxicrs were satisfied with the way the current meetings are being conducted by the Chair and that they enjoy having input from individuals who attend the meeting. The following protocol was adopted: (1) The Executive Committee will decide whether an issue needs immediate attention; (2) If not, the Executive Committee will call a Special Meeting, in accordance with the 48 hours meeting notice; and (3) The Commissioners will make every effort to find out what the issues are and what action should be taken. V. DISCUSSION ITEMS A. Public Relations 1. SYEP (Solicitations for lobs) Chair Cervantes congratulated the Human Relations staff' for the great job that they did in preparing for the Summer Youth Employment Program (SYEP) Job Fair that took place on Sxturday, April 26'b , as well as those Commissioners who extended their assistance with this effort, including himself. He took sometime to talk about the Mayor's request to the Commissioner approximately two week prior to the Job Fair, asking that they become involved in trying to find jobs or solicit money for the program. At that time the Commissioners did not feel sufficiently educated regarding the program and there were some concerns about soliciting money. He stated that they need to begin thinking about what role they are going to play in the job fair next year and whether or not they should be meeting with businesses to solicit for more jobs. Commissioner Higgins Wolpoffstated that perhaps one of the Committees, i.e., Community Issues could be assigned this task and present their recommendations for next year. Commissioner Buranda stated that she would be willing to assist in this effort. For the record, Chair Cervantes appointed Commissioner Suranda to the Community issues Committee and requested that she contact Vice -Chair Lane and maybe they could call Commissioner Wug to get his thoughts regarding this matter since he presented some good Was for a marketing campaign for the SYEP. He stated that if the Committee decides to meet he would be more than happy to join them; staff will be included in this meeting. Chair Cervantes stated that the Commission has talked about Public Relations being an on -going agenda item to determine what they should be doing. The last discussion involved the Commissioners taking photos and having them place in one of the local papers with a brief bio. Ms. Haynes cautioned the Commissioners that if they decide to publicize themselves they should be prepared to address and respond to the issues that the community presents to them. She suggested that perhaps a group photo could be placed in the Cftv Hlthli=hts introducing them, including an article regarding the kinds of issues that the Commission has worked on and some oftheir accomplishments over die years. She stated that every year staff blocks out a day or two to man a booth at the Farmers Market on August 16* or 17's and, perhaps the Commissioners would be interested in manning this booth with staff to meet and greet citizens. She also suggested that the Commissioners consider hosting a cable program once a month to discuss various issues, allow guests) speakers to address specific topics of interest, etc. The WxhMts suggestion appealed to the Commissioners and Ms. Haynes stated that she would see if the City's Community Infomvition Coordinator's staff person can attend HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page a of b the June meeting to take their pictures. Chair Cervantes stated that at the April 23ed meeting it was decided he would send a letter to the Law Department inquiring about the issuance of subpoena that the Commission requested some months ago on behalf of Mr. Br=:insk , who riled a housing complaint over a year ago, but he forgot to do so. He requested that staff remind him and the Commissioners of any actions that hehhey need to follow up on in the future. Chair Cervantes requested that Commissioner Higgins Wolpoff as a member of Public Relations, process this information with regard to writing scripts for TV programs; she and Vice -Chair Lane will prepare an article to accompany the Commissioners photos to be published in the August issue of _HizbV&bts. Chair Cervantes reminded the Commissioners to start thinking about designing progrant/activities around the caler►dar of events that they received from staff for this year, that they can be involved in. He encouraged them not to became overly ambitious. Commissioner Higgins Wolpoff stated that she would seed out a -mails to all of the Commissioners regarding the article for HkbMb and the Farmers Market on August I& or 17*. B. Housing Options Chair Cervantes asked Ms. Haynes if there have been any further meetings regarding the Housing Options issue brat she ptieseated at the April 2e meeting? Ms. Haynes responded that the matter has been placed on the Human Services Committee agenda; an amended ordinance has not been drafted thus far because Alderman Rainey was on vacation and she wanted to be present when the discussion takes place although she is not on the Committee. Chair Cervantes stated that he wanted to clarify the comments that he made at the April 286 Commission meeting during the discussion of the Housing Options issue. He stated that the Human Relations Commission will always follow the law and that he did not maul to imply that they would not; apart from this particular issue, part of the Commission's role is to follow the law that they are charged to administer. He stated that he had no intention of suggesting that the Commission is not going to support the housing law as it stands. Alderman Rainey is preparing to submit an alteration that could end up being in opposition to the current Fair Housing Ordinance. After that occurs the Commission may be in a position to have to inform the City Council that in the Commission's judgment the law is being violated. C. Communications 1. General Public 2. Special Interest Groups Chair Cervantes stated that this item is somewhat related to the item previously discussed regarding protocol. He wanted to know how the Commission should communicate with groups/ Mividuals? He stated that he was under the assumption that the Commission does not invite people to the meetings and that knowledge ofthe meetings are made by staff who notify the news media or individuals requesting this information. He will be appearing before the Human Services Committee on Monday, June 2'd where he will be questioned by the Aldermen about the Hecky Powell issue including why the Commission did not invite him to the special meeting. He stated that initially he was going to tell them it was a special meeting for the Commissioners to discuss what actions they were going to take and no one was invited; however, there was some commmunkation to individuals which the Commissioners were unaware of. Ms. Haynes stated that the communication Chair Cervantes was referring to, related to an E-mail that she sent to a group of people who were discussion the Hecky Powell matter. The E-mail contained her personal opinion of the matter and it was not intended to be an invitation to the meeting but simply to say that the matter was on the Commission's docker: from there it was viewed as an invitation by some. She stated that the individuals who received time E-mail did not attend the meeting, which makes her believe they did not see it as an invitation either. Commissioner Hagemann stated thatshe received the E-mail but did not consider it as an invitation. Chair Cervantes stated that the Commission's attempts, which have been stressed throughout the year, is that it would like very much to be perceived as being very biased towards its mission but, in terms of arriving at conclusions as to how that mission is affected, it has to be unbiased He stetted that with regard to the Hecky Powell issue the Commission is accused of being biased and he would like to assure the HSC members that the Commissioners are going to do their best to see that future meetings are unbiased. An in-depth discussion took place regarding the special meeting that took place to address Hecky Powell's comments and whether the Commission should notify groups or, if an individual should be invited to a special meeting if the m HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 5 of 6 meeting concerns he/she, as opposed to special meetings addressing general subject matter. It was stressed throughout the discussion that it is important for the Commission to be fair when they are addressing an issue or gathering evidence regarding a situation. Chair Cervantes asked Ms. Thrower who is her E-mail comprised of for meeting notices? Ms. Thrower responded that she has a media list to which she sends a copy of the agenda as well as other individuals requesting it. The City Clerk recently advised all commission, boards and committees to inform her office of any Special Meetings requiring a 48-hour notice because hat information has to be placed on the city's web site which is available to anyone. Chair Cervantes stated that he would like to assure the HSC that the Commission will not be sending out E- mails or any kind of communications with the intent of inviting only certain groups to its meetings. D. Minutes 1. Timeliness 3. Content Chair Cervantes commended Ms. Thrower on the efforts that she crakes to meet the Commission objectives regarding the minutes however, the past minutes have become very lengthy. He asked for input from the Commissioners, i.e., the content and length of the minutes. After some discussion it was the consensus of the Commissioners that they would like the minutes to be condensed into a summary. The minutes will be disseminated to Commissioners and staff within two weeks after the meeting. Ms. Thrower staled that Commissioner Higgins Wolpofrs housing report, in comparison to the other Committee reports, is usually very lengthy and asked if it should be shortened. It was decided that Commissioner Higgins WolpofTs report could be attached to the minutes for review/discussion. Chair Cervantes referred to the previous discussion regarding the Hecky Powell issue and Commissioner Dressner's comments during that discussion, stating that she felt he should have been invited to the meeting. He stated that he would like to send Mr. Powell a letter of apology for not inviting him to the special meeting since other individuals were invited. The Commissioners did not object the Chair sending Mr. Powell a letter but they requested he provide them with a copy of it prior to it being sent out. E. Education Matters Chair Cervantes stated that District 65 has begun the process of determining what is the process for discussing the sixty percent guideline, etc. He stated that the Commission needs to start discussing how they might become involved in this process and that he and Commissioner Hagemann will bring some proposals to the body in terms of what and how they should do it. Commissioner Hagemann stated that last September (2002), two different reports were given to the Board of Educations indicating that minority student achievement was very low - lower than it should be in many ways. It is obvious that their needs are not being met and that the special education classes had too many minority students in them and that they are put in too early. The Board has not addressed either of these issues the entire year. She stated that this issue congas her and believes the Commission should take a role in seeing that they are being addressed. Commissioner Hagemarsn stated that she has both reports that the Commissioners can review before making any recommendations or altematives. Commissioner Buranda stated that she has four children in Districts 65 and 202 and she has exr _:—..1 the frustration of getting feedback regarding concerns that she has presented to the Board and administrators however, she was she ignored. She eventually had to retain an attorney in order to get some feedback or dialogue with these individuals. VL OLDRINFINISHED BUSINESS There was no old business. VL NEW BUSINESS Chair Cervantes asked the Commissioners for input as to how they should or would like to proceed in addressing the most recent incident and previous ones regarding the epitaph that was/has been written on the Black House Doors of African American Students who belong to the organization, For Members Only (FMO). There were numerous concern expressed and suggestions made regarding how the Commission should address this and other incidents, which included: (a) Concern regarding the emotional and psychological impact this and the other incidents have had on the students; (b) The Commission reaching out to members of the organization; (c) The beginning of fostering race relations and HUMAN RELATIONS COMMISSION MINUTES May 28.2003 Page 6 of 6 renouncing the incidents that have taken place on NU; (d) If the Commission does not make a strong statement to the community regarding this incident and others, it may be construed that it is tolerating such behavior, (e) Inviting member of FMO to a Commission meeting to express their concerns; (I) If the Commission invites FMO they should invite the University's Public Relations Person or one of the administrators; (g) if the Commission wants to be visible in the community it needs to contact FMO and offer assistance in a manner they feel is appropriate. The Commission has a shared common goal with may groups and agencies in this community and FMO is one of than and, the Commission should be reaching out to them. The Commission should develop a list of those agencies/orgxnizations and devise a method of outreach; there are 13 protected categories in the antidiscrimination statement; and, (h) Since FMO has made a number of suggestions to NU and if the Commission thinks they are meaningful and valid, the Commission should worst with the adminiwation to make the necessary changes. It was finally determined that Chair Cervantes and Ms. Haynes will move ahead with some action for FMO and include the administration in some initial contact. Ifthe administration indicates that it does not accept or acknowledge that the Commission has any legitimate role in this matter, then the Commission will take whatever action it feels necessary to let NU know that it does exist. He stated that he would be available on Friday to meet with Paula to contact the FMO students and the administration to see what happens. Commissioner Higgins Wolpoff provided an update on the Inclusionmy Task Force's mating Iasi week. The members were able to agree after four meetings, that they will be recommending there should be some kind of inchtsiooary botrsing within the City of Evarasom Whcd= it will be mandatory or vohmtwy will be addressed st the next meeting, Chair Cervantes introduced and welcomed the new Commissioner, Schons Buranda. VIL ADJOURNMENT Their being no further business, Chair Cervantes adjourned the mating at 10:40 p.m. Respectfully submitted: 11�-,�, Date: 6-16AP/0.3 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, June 25, 2003 7:00 p.m. — Room 2402 APPROVED CQMMISSIONERS PRESS Michael Cervantes, Chair, Patricia Lane, Vice -Chair, Mavis Hagemann, Jill Dressner, Victoria Higgins Wolpoff Jill Dresner and Schona Burands COMMISSIONER(S) EXCUSED: C9MMISS10NERSU ABSENT: STA>:F PRESEhM GUESTSNISITORS: Richard Wug Anthony Agee Paula A. Haynes and Dorothy Thrower John Brzezinski and Mr. Hannon Chair Cervantes called the meeting to order at 7: 13 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was present. EL MTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed all of the citizens, asked them to introduce themselves and invited any comments. The following individual introduced himself and made the following comments. Mr. Brzezinski stated that his purpose for attending the meeting was to find out the status of the request for a subpoena that the Commission submitted to the Law Department some months ago on his behalf. He fled a fair housing complaint with the Human Relations Commission (HRC) several months ago. Chair Cervantes stated that he was suppose to write a tenter to the Law Department inquiring about the status of the subpoena however, he net with their staff instead, who explained several horn why they have not responded to the request Mr. Brzezinski stated that it is his finding that according to the Fair Housing Ordinance the Commission is supposed to make a decision regarding the complaint within three hundred days and it has been approximately eight or nine hundred days. Ms. Haynes explained that the decision Mr. Brzezinski was referring to comes from her, the Executive Director. As a result of the investigation she can enter either a cause or no cause determination based upon the evidence submitted. Although the Ordinance includes a statutory time line, it does not include a statutory period for her to render a finding. therefore the time line has been exceeded. She stated that a determination cannot be made without information which was requested from the Respondent, who has failed to provide such, which caused the request for a subpoena. Ms. Haynes stated that she is unable to provide an explanation to Mr. Brzezinski regarding the Law Department's failure to provide the subpoena. After further discussion Chair Cervantes informed Mr. Brzczinski that he, the Commissioners and Ms. Haynes will continue to press the Law Department to see what can happen and, they will also suggest to there that they might want to consider assigning this request to an out source attorney if -hey are unable to respond to it knttrediately. Ms. Haynes stated that Mr. BrzezinsU's request for a subpoena is not the only matter that the Commission has submitted to the Law Department. A fair housing case with cause was submitted to them over two years ago and the Commission has not received a response from them yet. Chair Cervantes stated that the Executive Committee will place this item on their agenda when they mat next week to determine how they should proceed to get some action from the Lsw Department. He stated that he will prepare a letter to the Law Department and send a dopy of it to Mr. Brnminski. HUMAN RELATIONS COMMISSION MINUTES June 25.2003 Page 2 of 5 At this juncture ofthe meeting, Donna Stuckert who is the Community Information Coordinator for the city, took some photos of the Commissioners and staff which will be placed on the city's Internet III. APPROVAL OF MINUTES — MAY 28, 2003 Chair Cervantes altered the agenda by moving approval of the May 28s' minutes towards the end to address the following items. IV. DISCUSSION ITEMS (1) Review of The Human Services Committee Meeting Chair Cervantes stated that he sent all of the Commissioners an E-mail outlining what he perceived had happened at the Human Services Committee (HSC) on June 2'd He recapped the events ofthe meeting regarding the questions that he and. Ms. Haynes were asked by members ofthe HSC. He was asked what did he perceive as the role ofthe Commission? He responded that he sees the Commission's role as: (1) working to bring the community together and, (2) to make sure that people of all races, nationalities, gender, etc., have access to every advantage and benefit that the City of Evanston offers. This cnoompasses the role of a monitor and an educational outreach entity to the community. Chair Cervantes stated that Alderman Newman felt the HRC should have been involved in bringing Mr. Powell and the community together regarding the multi -racial comments he made at a school board meeting. He also wanted to know why Mr. Powell was not invited to the meeting. Chair Cervantes informed him that it was and still is his perception, that the Commission does not invite people to meetings except for their expert opinions. He informed Alderman Newman that in the future if sa issue such as this reoccurs, the HRC would try its best to make sure the appropriate parties involved we at a meeting if one is necessary. Chair Cervantes stated that as a result of the issues addressed above, some members of the HSC launched a lengthy tirade against Ms. Haynes and the Commission. He stated that regardless of the explanations that he and Ms. Haynes provided them, neither she nor the Commission were excused, in their opinions, for what happened. He stated that Alerman Tisdahl expressed concern whether the HRC felt it was appropriate for them to be involved in a District 65 issue. He responded that according to the Enabling Ordinance, the Commission has a role in educating oraddressing issues relative to all persons, areas, groups and institutions of the community. He expressed to the HSC that it seems to him that District 65 and all of the other institutions, including Northwestern, arc within the scope of the HRC's charge. Chair Cervantes stated that it was after these comments that Alderman Newman moved to have the HRC Enabling Ordinance amended. Ms. Haynes stated that Alderman Newman said he wanted it amended to require that the HRC have the City Council's and the HSC permission before it can act on any issues involving the community. He stated that he informed the HSC that he felt some dialogue should take place between the HRC and the HSC regarding such an amendment Chair Cervantes stated that neither the Commissioners nor staff have seen the amendment and that it is on the HSC's agenda for July 7ei. He asked the Commissioners for their input regarding this matter. An in-depth discussion took place that elicited some ofthe comments from the Commissioners. Vice -Chair Lane stated OW ifsuch an amendment occurs, the HRC is a redundant entity with no function; Commissioner Buranda stated that such an amendment would be counteractive to the HRC's objectives and visions; Commissioner Hagemann stated that the HRC should be more involved with District 65 issues because it (HRC) has allowed 35 years of inadequate education to take place for certain individuals and no one has contested it; the HRC could serve in an advisory role with regard to race and other areas of deliberations. Commissioner Higgins Wolpoff questioned whether the Commission should have attempted to engage in some type of dialogue with the HSC sooner or should they have informed the HRC as to how they view this body. Chair Cervantes stated that he met with Mr. Crum and informed him that the issue had elevated to that of being his concern as well as the Commission's. He asked Mr. Crum if he would consider meeting with Aldermen Newman, Feldman and whoever else has designs on amending the HRC Enabling Ordinance. Chair Cervantes wants the HSC to delay placing the proposed amendment on their agenda until September or until the Commission has had an opportunity to meet with them. Chair Cervantes will not be able to attend the July meeting and the Commission does not meet in August. Chair Cervantes stated that after their meeting, Mr. Crum stated that he would talk to Akk ntmt Newman but unfortunately he was unable to do so because Alderman Newman was out of town. He suggested that the HUMAN RELATIONS COMMISSION MINUTES June 25, 2003 Page 3 of 5 Commission send the HSC a letter requesting a meeting to discuss this matter. Chair Cervantes stated that with regard to the Hecky Powell issue it did not occur to him that District 65 was out of bounds to the Commission. He asked Ms. Haynes if the Commission has ever been involved in District 65 issues? Ms. Haynes responded that in 1994/1995 the Commission was involved in the 60/40 issue and brought the various sides together for a special debate. After fiuther discussion, Chair Cervantes outlined the following proposal that the HRC will act on: (1) The Commission will send a letter to the HSC requesting a meeting to discuss amending the HRC's Enabling Ordinance; (2) He and Vk*Chair Lane will attempt to meet personally with the Aldermen who are members of the HSC, suggesting to them that the Commission is concerned about dx-ir feedback relative to amending the Enabling Ordinance; that they want to develop a better relationship with the HSC; they strongly feel that amending the Enabling Ordinance is going too far, that the Commissioners are requesting the HSC to delay placing this matter on their agenda until September and, (3) that the Commissioners should talk with their individual Aldermen regarding this matter Ms. Haynes stated that she believes the Commission should have an alternative just in case tine aforementioned actions are not successful. Although Alderman Newman indicated how he wants the Enabling Ordin ce amended and until the Commissioners get a copy of the document to review, they do not know what or how they should address this matter. She stated that she thinks that the Commission's goal at the July 7+ meeting should be that of getting the HSC to hold the amendment in Committee until the HRC has an opportunity to discuss the matter with the Aldomen who sit on the HSC. The HSC should be informed that tdw HRC needs a fair chance or opportunity to respond to the amendment and ptesent some concerns regarding the affects the amendment would have not only on this Commission but Board and Commission in the city. She stated that something needs to be prepared for their packets so that they are not surprised by the request. Commissioner Dressner suggested that a ktter is placed in the Editorial as a meatus of being proactive to the matter rather than reactive. As an example she referred to the continents and action that the Aldermen tools regarding the HRC's submittal of the USA Patriot Act. Chair Cervantes agreed with Ms. Haynes suggestion and requested that she prepare a draft document for the Commissioners to review that will be available for the HSC packets no later than July Y°. He stated that he would call Alderman Newman the following day (Thursday) to see if he is available to meet as soon as possible and notify the Commissioners of response regarding the July 76 meeting. It was decided that the Conmiss ion would not send a letter to the news media because thev did not want to be viewed as being antagonistic. After further discussion Chair Cervantes also irestnrcted Ms. Haynes to draft a kttar using Alderman Newman's exact quote regarding the amendment that will be sent to the Chairmen of other citizen Hoards and Commissions, informing them of the proposed amendment and it is the opinion of the HRC that this could also have an impact on their work and, that they should let the HSC know they are concerned. B. Public Communications Guidelines/Protocol For Community Issues Chair Cervantes stated that the HSC asked the Commission for copies of its document outlining the new guidelines that they have in place to address community issues in the future. He informed the HSC chat the Commissioners had only discussed implementing guidelines that will be used in the fixture to make sure they are aware of any communication that is sent out by staff or the Commissioners. Chair Cervantes stated that Ms. Haynes did prepare a draft protocol for community issues that was E-mailed to all of the Commissioners to review prior to this mooing. He stated that the protocol would only require them to notify the public in the public venue and respond to any pessoris asking for the Commission's agenda. However, the Commission can alter that protocol under certain conditions and if they agree that appropriate notifi anon has been given. Any Commissioner or the staff' can present reasons as to who they want to notify and the Commission would do its best to see that there is balance regarding the issue. Vino -Chair Lane stated that she thought the draft Ms. Haynes preparead was pretty good but suggested a few changes. The Commissioners and HUMAN RELATIONS COMMISSION MINUTES June 25, 2003 Page 4 of 5 staff proceeded to review and make the suggested and or agreed changes to the document. Commissioner Dressner stated that she feels the uay the current language is written, it is too vague to be considered a policy. She stated that the Protocol should be more defined even though it is broken down by issue; if it is an issue concerning a person it should be treated one way; if it is an issue concerning the public it should be treated a different way. Commissioner Dressner stated that sbe believes there are two separate issues that have to be addressed issues the Hecky Powell situation is separate. She stated that at the last meeting she suggested and thought it was agreed to, that if there is an issue concerning a particular person, he/she should be invited to the meeting if one is required. She stated that the entire Commission should make that judgment call and not just the Chair. Chair Cervantes stated that if an urgent meeting is required then one will take place. Commissioner Dressner stated that a vote cannot be taken by the Commission as a whole if they are not included in a decision that is made by the Chair. She also pointed out other items in the protocol that she thought were too vague. A discussion took place regardingthe language in item 3. Commissioner Dressier stated that she thought the language was too vague to have any meaning nand suggested other wording. A discussion tools place and it was determined that item 3A will remain as written . Chair Cervantes provided amended Ianguage to items 3B and 3C. Vice -Chair Lane moved to accept Chair Cervantes' wording of Item number 3 as amended. The motion was seconded by Commissioner Higgins Wolpoff. Further discussion tools place regarding the issue of individuals attending meetings regarding specific issues. Commissioner Hagemann mentioned the forum that the Commission hosted in March, 2001, regarding White Power Music. Ms. Haynes explained that the purpose of that forum was to inform specifically the adult community that white power music and the internet have become the most powerful tools in recruiting teenagers into a life of hate and violence. A vote was called to accept item 3 as amended. A vote was taken and passed four votes for and, 1 abstain. At this juncture of the meeting Vice -Chair Lane excused herself because she did not feel well. Commissioner Dressner stated that she thought the protocol for community issues was an important matter for the Commission and by failing to invite Hecky Powell to the Special Meeting in May, was an incorrect decision by the Executive Committee. Chair Cervantes disagreed with her and stated he will not serve as a member of the Executive Committee if they are not entrusted to make decisions. He stated that he cannot recall any movement by the Executive Committee without discussing it in detail with all of them. He stated that he believes the Commissioners should have confidence in their Executive Committee. Concern was expressed that if the leadership changes they might not communicate as the current Executive Committee members do with the Commissioners. He stated that the purpose of the Executive Committee is for speed and for making things go along at a much more deliberate and hopeful pace; the purpose of the Executive Committee on any Board or Commission is to do the best they can to pre decide what issues are critical for the whole Commission. He staled that if the Commissioners want to change the By -Laws later to remove the Executive Committee it can be done with a majority of the vote. He stated that the Executive Committee is a significant prat of how the Commission is going to work more effectively and if it is taken away, a great deal of damage will be done. He strict that he will remain on the Commission but will resign immediately as Chairmarh if the Commission votes to change the clause in the By -Laws regarding the Executive Committee. For the record Ms. Haynes stated that she will make the amendments to the Protocol and E-mail it to all of the Commissioners for their review and final approval within the next day or so. The protocol will be forwarded to the Human Services Committee afterwards. There were no objections to this action. (3) Patriot Act Letter of Transmission Chair Cervantes stated that the message from rite City of Evanston Human Relations Commission that Ms. Haynes drafted was well written and states the Commission's process quite well. There were a few minor corrections to the document HUMAN RELATIONS COMMISSION MINUTES June 25, 2003 Page 5 of 5 Commissioner Dressner moved that the remaining items on the agenda be tabled until the July meeting. The June minutes will be approved at the July meeting with submitted corrections from the Commissioners. There were no questions or comments regarding Ms. Haynes Executive Director's Report. Ms. Haynes informed the Commissioners that she received a menKxw Burn from the City Manager on Tuesday, June 246, directing her to remove the Summer Youth Employment Program employees from Kendall College becsuw the Mayor is very upset that the employees were placed them. She stated that she will find comparable placements within the city structure. Letters will be sent to their parents informing them ofsuch. She stated that Mayor Morton, Charles Jones who is the assistant to the President of Kendall College and she, will meet with the youth later to inform them of the changes that are being made. Ms. Haynes stated that the city agreed to pay the salaries of these workers which is contrary to the way the progrartr has been administered in the past, which will have a deleterious affect on other businesses who arc participating in the program. Also by placing the youth at Ka rxWl College, the city assumes all liability for than if they arc injured since they are city employees She stated that she is going to look at drafting some type of program for next year that will cover 50150 use of the program for business in an artLurrpt to get them involved in the SYEP There being no finther business, Commissioner Dressrrer moved to adjourn the meeting at 9:50 p.m. The motion was seconded by Commissioner Hargemann Respectfully submittal by: Secretay Date: Dorothy Theo EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, July 23, 2003 7:00 p.m. — Room 2402 APPROVED CQMMISSIO.NERS PRESENT: Patricia L w e,Vice-Chair; Mavis Hagemann; Victoria Higgins Wolpoff and Schona Burarx a g9jaOSSIONER(SI EXCUSED: Michael Cervantes -Chair and Jill Dresner STAFF PRESENT: Paula A. Haynes; Dorothy Thrower Lisa Allen and Rafael Molinary GUESTS/VISITORS: Vice -Chair Lane called the meeting to order at 7: I5 p.m. L DECLARATION OF QUORUM Vico-Chair Lane declared a quorum was present. IL INTRODUCTION OF GUESTS AND VISITORS There were no guests or visitors present III. APPROVAL OF MINUTES — June 25, 2003 Vice -Chair Lane called for approval of the minutes for June 25, 2003. Commissioner Buranda moved to approve the minutes. The motion was seconded. Commissioner Higgins Wolpoff requested the following correction: On page 4, 2nd paragraph, correct the spelling of Commissioner Dressner's name. There being no additional corrections the minutes were approved unanimously as amended. III. DISCUSSION ITEMS A. Human Services Expectations Vice -Chair Lane read/reviewed an E-mail that Chair Cervantes sent to all of the Commies oners and Ms. Haynes, regarding the Human Services Committee (HSC) consensus of the Human Relations Commission (HRC). Chair Cervantes E-mail was a composite of his conversations with the Aldermen who are members of the HSC. Vice -Chair Lane urged all of the Commissioners to contact their Alderman because when the Commission meets in September to art on what might happen with HSC, the additional perceptions might be important. Vice -Chair Lane addressed each issue outlined in Chair Cervantes E-mail in the following order. First, the consent of the Aldermen was that when the HRC acts on an issue it is seen as representing the City of Evanston government. She and Chair Cervantes questioned whether the HRC represent the City Council and the city government, however, the HRC's Enabling Ordinance states that it acts independently but report to Human Services. Vice -Chair Lane stated that this in addition to others things issues are things the Commission should think about in terns of what they want their public image to be. Is there a difference between how the public sees the Commission and how HSC sees the Commission? Commissioner Bwanda stated that she spoke with her Alderman, Mr. Bernstein, prior to the HSC's decision to withdraw from placing the HRC Enabling Ordinance on their agenda for the purpose of amending its HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 2 of 4 functions. She stated that Alderman Bernstein alluded to an ongoing strained as well as five or six problems that he has experience with the HRC staff. She stated that although this was a concern expressed by an Alderman she believes the public relies on the HRC to help address/facilitate issues that are important in the community. The second perception is that the HSC thinks the "watchdog" approach is not productive. For example the HSC was looking for the HRC to bring Mr. Powell and his opponents together to resolve the racial comments issue that occurred several months. The HSC felt that the HRC should have conducted a mediation rather than hold an informational meeting that took place. Vice -Chair Lane stated that the Commission can react to what is brought before them or they can be proactive in terms of establishing things that they believe are positive in the community. Commissioner Hagemann stated that she had to admit that she tends to be a "watchdog" person. For example, if there is a minority person who is having a problem, often times they are not always aware that they are being mistreated and she feels it is within the Commission's jurisdiction to address these issues when they arise. Mr. Molinary stated that the Commissioners have to look back at the origins of how they came together and where and why in those instances in time, one will probably find that most Human Rights'Relations Commissions came about as civil rights based types of organizations. Realizing their birth and through the years as things have developed, there has been a co-opting into becoming a public relations commission rather than a human rights commission, however, one should not forget why said Commission came about in the first place and what were the understandings at that time. The assumption too often is that there is no longer any need to be a civil rights organization —just a pubic relations one. He stated that the Commission works for is for all the residents. Therefore, there are many visions of what the Commission should stand for and what it does and does not do; and, maybe part of the problem is for the Commissioners to evaluate what goals they really want to work for within their By-laws. The third perception was that the HSC views the HRC as a research or resource organization who should look at why things are happening and be a resource as to how they should happen. Vice -Chair Lane stated that this is a topic that has to be clarified because if the HSC is viewing the HRC as a positive force the Commission has to define its direction. Ms. Haynes stated that depending on the issues that are being addressed by the Commission, there are procedures already in place to address landlord/tenant or fair housing issues. Vice - Chair Lane stated that the aforementioned concerns make it clear that the HRC needs more dialogue with members of the HSC to find out what it is they are referring to. Vice -Chair Lane stated that the aforementioned issues are things the Commissioners need to think about prior to the September 24" meeting to try and determine how they are going to relate to the HSC. Ms. Haynes stated that according to the Enabling Ordinance, the HRC advises the City Council through the HSC on human relations matters, and based on Chair Cervantes conversation with the Aldermen, it appears that they attempting to rewrite the Ordinance. The majority of the Commissioners agreed that the current issue is centered around the Hecky Powell incident which was a complete anomaly. The fourth perception was that the Commissioners are responsible for all activities that emanate from the Commission; they take the blame or the praise for their actions and those of staff. Do they need to be more involved in all actions so that they are not seen as going off as a loose cannon after the fact? Vice -Chair Lane stated that she and Chair Cervantes have been discussing increasing the rapport between the Executive Director and the Commissioners with Mr. Crum. She and Chair Cervantes agree that the current Enabling HUMAN RELATIONS COMMISSION MINUTES May 29. 2003 Page 3 of 4 Ordinance could be amended to clarify who the Commission is and what they do, but not to the extent that Alderman Newman is proposing. Perhaps there are actions that are not consistent with the Commission's mission and they need to determine how the Commission and staff activities fit their mission so that there is not a conflict of interest. Ms. Haynes stated that the Commission's mission is to make sure that people are not discriminated against and right inequities and wrongs when they occur. After a brief discussion it was the consensus of the Commissioners that it is their duty and appropriate for them to have a "watchdog" role within the community. Commissioner Higgins Wolpoff wanted to know if the HRC could invite members of the HSC to attend the September meeting or if the Human Relations Commissioners could attend the next HSC meeting and ask them to clarify the term `watchdog" as it relates to this Commission? Vice -Chair Lane responded that it is possible that either one of Commissioner Wolpoff Higgins suggestions is possible. Commissioner Wolpoff Higgins also wanted to know if the HRC besiege the HSC to discover what is going on or does the HRC make its own decision about who they want to be? Vice -Chair Lane concluded this agenda item by stating that her presentation was meant to be informational and requested that the Commissioners think about the concerns presented because they will be re -addressed in the fall. B. Human Relations Commission's Role Re. SYEP Ms. Haynes stated that several weeks prior to the 2003 Summer Youth Employment Program (SYEP) Job Fair that took place in April, Mayor Morton made a request of the Commissioners to assist with some job development and or solicitation for funds for the program. She stated that currently that request is the only role that the Commissioners have regarding the SYEP. Since its inception, Ms. Haynes was given the responsibility of overseeing the SYEP when she worked with the Department of Human Resources. When she became Executive Director of the HRC the program continued under her jurisdiction. The way the program is written and designed at this juncture, the Commission does not have any role in it. Vice -Chair Lane stated that she was comfortable with the request as far as providing job development but not to solicit money. Commissioner Higgins Wolpoff stated that her recollection of the Mayor's request and the discussion that took place, was that since the majority of the Commissioners had been recently appointed, many of them were not familiar with their roles and were not knowledgeable enough about the SYEP and did not feel comfortable soliciting for jobs or monies at that time. Ms. Haynes stated that approximately three years ago she prepared a 9 or 10 page report that outlines the history of the SYEP. It was decided that this matter could be discussed further in the fall to determine how the Commissioners might assist staff with the SYEP Job Fair next year. CorimWioner Hig ns Wolpoff moved that discussion of the SYEP be placed on a future azenda item to review the past and current history ofthe projeram and brainstorm with staff what role the Commissioners m!gk Play in the M rre and that staff will include the history of the SYEP in the September nackets. The motioned was seconded and unanimously approved C. Committee Reports Ms. Haynes responded to questions/comments regarding the Executive Director's Report. 1. Housing Commissioner Higgins Wolpoff stated that she did not attend the last Housing Task Force meeting; she HUMAN RELATIONS COMMISSION MINUTES May 29, 2003 Page 4 of 4 received minutes from that meeting on July 24"; she will attend the August meeting and will have a report at the September Commission meeting. 2. Education Commissioner Hagemann stated that she did not have anything to report on the Education Committee. 3. Community Issues Vice -Chair Lane stated that she does not feel as though she has a handle on community issues and requested input from the Commissioners. She suggested putting on a community forum and inviting faith -based group to elicit discussion and find out what the community concerns are. She stated that perhaps such a fonun could be held in the ETHS auditorium because Superintendent Alson wants to do something about community relations. Ms. Haynes pointed out that the idea is a good one but if people are willing to voice their concerns, they would also want to believe that the Commission can do something about them. She stated that once the information is obtained, the Commission will have to figure out how to process it and every detail has to be nailed down because something like this can backfire. When communicating with faith -based organizations it should be understood that their members may not be open and recognize issues within the community. Vice - Chair Lane thanked Ms. Haynes for the good feedback and stated that she would give this matter further consideration. Ms. Haynes suggested that the Commission use the field house at ETHS, invite all of the agencies in Evanston and have booths set up for them so that everyone can meet each other to find out what they do and have presentations as to what is happening in the community. This will allow the Commission to find out what is going on and to focus on building the community by bringing everyone together. D. CommUN1TY Picnic Ms. Haynes stated that the picnic will take place on Sunday, August 31 a, from 12 Noon until 5.00 p.m. The Keg will provide food once again. The request for flyers to be printed has been made and should be ready at the end of the week. Letters of solicitation to all of the business will be mailed next week requesting funds to help with the financial aspect of the picnic. In addition to staffs role in preparing the picnic, the Commissioners discussed ideas for additional activities and areas they would like to volunteer their services. V. INFORMATION ITEMS A. Residential Landlord And Tenant Proposed Amendments And Status At this juncture of the meeting Ms. Haynes gave a presentation of the Landlord/and Tenant Ordinance. As questions/comments arose, she, Mr. Molinary and Ms. Allen responded to them. VL ADJOURNMENT ' Them being no further business ice -Chair Lane adjourned the meeting at 9:50 a.m. Respectfully submitted by.'—//: t Date: f? a Secretary EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesesy, September 24, 2003 7.00 p.m. -- Room 2402 COMMISSIONERS PRESENT: COMMISSIONERS) EXCUSED: STAFF PRESENT: UAFF EXECUSM APPJt oVED Michael Cervantes, Chair Pat Lane. Vice -Chair and Mavis Hagemann Schona Buranda and Victoria Higgins Wolpoff Paula A. Haynes Dorothy Thrower Chair Cervantes called the nKcting to order at 7:05 p.m. Commissioner Dressner submitted her resignation due to family matters which will require her to move from Evanston to Palatine. lilinois, effective as of this meeting. She stated that it is still her desire to become an Evanston resident again and that she might be welcomed as a Commissioner once again ifthe opportunity presents itself Chair Cervantes wqm sed regret to Ms. Dressner for the decision she had to make and thanked her for the many contributions she has made to the Commission. I. DECLARATION OF QUORUM Chair Cervantes declared that a quorum was present. Ms. Haynes informed Chair Cervantes that Commissioner Agee submitted a kner of resignation to Mayor Morton a few days ago. Chair Cervantes stated that with the resignation of Ms. Dressner he wanted to know ifthe Commission could place an ad in the Evanston Review to recruit new members? Ms. Haynes informed him that the Mayor makes all appointments to the Commissions and she will speak to her regarding the need for new members. IL INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comments There were no guests or visitors present. IHL APPROVAL OF MINUTES -- JULY 23, 2003 Chair Cervantes called for approval of the July 23, 2003 minutes. Commissioner Hagemann stated that she saw a few typographical errors but the substance seethed fine. Chair Cervantes stated that since he was not at the July meeting he felt that it was inappropriate for him to vote for approval of the minutes. Vice -Chair Lane stated that she did not review the minutes. Chair Cervantes stated that approval of the minutes will be delayed until the October meeting in order to give everyone an opportunity to review them. IIL DISCUSSION ITEMS A. Elimination of Discrimination Chair Cervantes stated that since there are very few race discrimination complaints filed with the Human Relations Commission (HRC) and wanted to know if there are reasons for this and within those reasons are there things the Commission should be looking at; is there a need for it to somehow reinfotrxht-establish connections within the community. He stated that perhaps connections can be made at the faith -based conference that Vice -Chair Lane has expressed a desire for the Commission to host. Are there some unlawful race discarimination issues that the current agency mechanisms are not addressing that it should be? Ms. HUMAN RELATIONS COMMISSION MINUTES September 24. 2003 Page 2 of 7 Haynes stated that with regard to racial discrimination, one of the things that the Commission should look at is what is happening in the court system regarding racial discrimination complaints; they fail at an unbelievably high rate because the political environment plays a big role in this. If EEOC finds discrimination they will pursue systemic discrimination otherwise it is not worth their time and energy; they will not assign a justice department attorney to handle an individual discrimination complaint. Vice -Chair Lane disagreed with Ms. Haynes stating that many complaints filed with EEOC go to mediation. Ms. Haynes stated that her point was that people of color in terms of race discrimination, feel a state of despair because there is no place for them to go any more to get justice and mediation is voluntary. A complainant normally will get a right to sue letter which means the complaint has not be investigated and ifthc individual wants to pursue their complaint, they have to retain a civil rights attorney; there are not enough attorneys who practice in the civil rights area because of what is happening in the courts. She reiterated that there has to be a systemic case of discrimination. She knows this because she devoted a great deal of her time when she worked with Human Resources and in her current capacity, handling all of the discrimination cases filed against the city with EEOC or the Department of Human Rights. With regard to the Evanston Human Relations Commission, Vice -Chair Lane asked is there anything the Commission can do to assist people with their complaints? Ms. Haynes responded that some type of community education could be conducted to inform people that the Commission and the mechanisms are available to respond to those complaints. Residents have to be educated in terms of their rights. Vita -Chair Lane stated that she recognize the reluctance of an individual to step forward in these matters. Tb cy have a problem and believe nothing. This issue is more than an institutional problem. She thinks it is a personal perception of powerlessness and a lack of connection with the main stream. She revisited the discussion at the July meeting where she expressed a desire to have a conference where human relations issues could be aired on a city-wide basis for just the kinds of reason that is being addressed. Vice Chair Lane also indicated that some of the diverse TAPAS groups that former Commissioner Rosen put together a couple of years ago are still functioning. She stated that the power of those groups can be underestimated in terms of personal satisfaction and there is power in being heard. Chair Cervantes expressed concern regarding the Commission getting fewer complaints regarding race discrimination wonders if there is a new perspective amongst African Americans, Latinos or Asians; do they have a different perspective about this that the Commission should know about? He stated that perhaps the conference that Vice -Chair Lane has eluded to could be part of that research study. Perhaps they could solicit some NU resources and staff could engage in this if they are available. If the Commission is going to make a case he would like to have some evidence/data as a means of demonstrating credibility. Vice -Chair Lane stated that she liked Chair Cervantes idea. She referred to an FY 2002/03 budget wherein the HRC outlined the following objectives: (1) Develop and conduct a city-wide activity that promotes civility and diversity; and, (2) Develop a mechanism for response mobilization when there is a crisis when the KKK comes to town She stated that having a network with neighborhood faith -based community groups would be very helpful in organizing that kind of emergency response and by doing all of this the Commission will be consistently raising its profile. Chair Cervantes stated that when he and Vice -Chair talked about putting on a conferenwe to get community feedback, on of the things that concerned him was the Commission being deluged with maybe 99% of issues that it has nothing to do with and he thinks there should be some boundaries or framework set that keeps the issues within the Commission jurisdiction and/or authority. Ms. Hay= stated that it is important for the Commission to determine how to make sure such a conference HUMAN RELATIONS COMMISSION MINUTES September 24, 2003 Page 3 of 7 is attended by people who are impacted by these issues. Chair Cervantes suggested that the Commissioners begin to list exactly what they think needs to be done in order to make the suggested conference successful. Chair Cervantes stated that the purpose of the research study is to establish (1) whether the Commission's description of the community is accurate; (2) what are the underlying causes for apathy, helplessness and empowerment from the community might be experiencing discrimination, if it is determined that is the case; and (3) the mechanisms for finding the information. Ms. Haynes stated that there is a plethora of resources and studies/research available but perhaps the first step is to look at some of that research to determine how that plays into what the Commission wants to do and this could shape or mold the conference. However, the research might indicate a conference is not the answer. Chair Cervantes encouraged Ms. Haynes and her staff to start looking at some studies and he will try to utilize a research library at DePaul to assist him in gathering some sources. He stated that he believes the Evanston Library has a research source and perhaps Nei Ney, the Director, might be able to assist them in this effort. Ms. Haynes stated she will put forth an effort to assist in this project however, she is operating with a handicap because she has hired a temporary person to replace Ms. Allen who is no longer employed with the city. B. Anti -Hate PSA Ms. Haynes stated that given the state of the nation, at NU and the hate crimes that have occurred in the city, and because the Commission has some history in developing PSAs (including winning national recognition for one of them), she would like to seethe Commission do an anti -hate PSA. She stated that individuals could be contacted at NU to see if they would be interested in this effort; there are other resources that she is aware of who have the means of assisting with this project. She stated that a group of high school student might be interested also with the help of a professional person. She revisited an idea which she suggested for a PSA shortly after nine eleven occurred that did not come true. She believes this PSA is a fairly simple one that would not require a great deal of time or ingenuity. After further discussion it was agreed that the PSA was a good project to engage in. Ms. Haynes stated that since NU already has the experience with the Commission in their first PSA, she suggested that Phil Krass who is the Community Representative for NU could help get a feel of where they should begin. Chair Cervantes requested that Ms. Haynes report at the October meeting the success of her efforts. C. FY 2004/05 Budget Ms. Haynes stated that the CDBG budget wcis submitted on September 13". The monies funds one of the Human Relations Specialist positions and it supports the fair housing program and landlord tenant program. A slight increase was reflected in the amount for printing because there is a need for more fair housing brochures, the Residential Landlord and Tenant Ordinance and for printing brochures that reflect the interest rates, i.e., security deposits. She will be invited to make a presentation to CDBG Committee but she has not received the schedule for that yet which usually occurs in October. She stated that the fiscal year budget is due next Friday, October Yd but there have been no guidelines issued. Vice -Chair Lane asked Ms. Haynes if the Commission decides to move forward on the aforementioned research, is there a way to build in some flexibility for funds? Ms. Haynes responded that she has flexibility but it depends upon the cost and what she will have to eliminate to make it happen. She stated that it is always good to partner with someone else regarding maum such as the study/research project. She stated that the Commission could look at the regional commissions on this side of Chicago, i.e., Hyland Park, Wilmette, etc., to see if they are willing to HUMAN RELATIONS COMMISSION MINTTES September 24, 2003 Page a of 7 partner in this effort. Ms. Haynes stated that Human Relations has the smallest budget in the city government and it is difficult if not impossible to accomplish a lot of things without the appropriate resources. She stated that she and her staff have to do a lot of things themselves where other bodies are able to retain someone else to do things for them. Chair Cervantes expressed his willingness to go before a budget committee or the City Council to address the need for additional funds for Human Relations if he had the research available for justification within the next 30 days. He would also like to establish that these are some issues that the city have a vital interest in. Ms. Haynes explained to him that the internal budget committee determines what gets cut from the budget and they put together the City Manager budget. There have been some exceptions regarding cuts, such as the SYEP funding, which was re -instated as a result of the community's involvement. D. Staffing Chair Cervantes requested an update on Ms. Allen's departure from the city. Ms. Haynes stated that this information should be addressed in Executive Session. Commissioner Hagemann moved that Commission/staff go into Executive Session which seconded by Vice -Chair Lande and unanimously approved. For the record, at the conclusion of that session, Chair Cervantes stated that matter addressed involved a stafiwg issue which justified moving to a close session. E. Committee Reports 1. Housing Committee Ms. Haynes stated that since Commissioner Higgins Wolpoff did not attend the meeting, she felt it was important for the Commissioners to be brought up to date with what has been going on with the Inclusionary Housing Task Force. The Task Force had a preliminary meeting with Planning and Development two weeks ago and it looks as though they are leaning towards a mandatory set aside for developments requesting zoning relief. There is a big question mark whether or not they will require as of right to have set aside. Another issue they are juggling with is for the downtown developments that they can offer funds in lieu of set asides and those funds would be placed in the Mayor's special housing fund and used to develop and build affordable housing. There are concerned that developers will do that to keep minorities and women out of their buildings and that money would be sunk into the Fifth Ward which would end up with a ghetto; this could become an issue of the Commission. She stated that she does not know what Commissioner Higgins Wolpoffs plans are regarding the Committee but the Human Relations Commission needs to decide what their position is regarding this matter because she should be promoting that position at that table. Chair Cervantes stated that he thinks the Commission is that diversity cannot be bought off; the option of being able to buy one's way out of a diversity community issue will not work. After some discussion it was decided that review the proposal in writing and address the Commission's concerns during public continents once it goes before the City Council. Chair Cervantes stated that he was going to call Commissioner Higgins Wolpoff the next day (Thursday) and inform her what was discussed at the meeting and then find out what are her plans for being on the Task Force. Ms. Haynes stated that she believes it is very important before the Commission have a voice in this matter is to make sure a representative attends all of the Task Fora meetings. Chair Cervantes stated that he believes Commissioner Higgins Wolpoff is still very committed to the Task Force but to what extent should the Commission appoint a second personas well. Ms. Haynes staled that she will inform him as to when the proposal will be framed. Chair Cervantes stated that he will follow up with Commissioner Higgins Wolpoffand stress to her that this is a critical issue and if she cannot attend a meeting she should call him and he will go or he will call one of the HUMAN RELATIONS COMMISSION MINUTES September 24.2003 Page 5 of 7 other Commissioners to go; someone has to be at those meetings. Commissioner Hagemann asked if anyone will have any information if the sixty percent guideline is discussed? Chair Cervantes stated that he is concerned that the Human Services Committee (HSC) issue has not been closed, i.e. the Human Relations Commission never got back with them to develop a working relationship. He stated that when he talked all of the Aldermen on the HSC (except Alderman Feldman), they all indicated that the HRC had no business in District 65's issues; that was not their purview. His concern is that until HRC close that he does not want to get into those issues. He would like for the HRC to have a much better relationship the HSC and they should work hard to establish a relationship with them. After this happens and HSC tells the HRC that they do not think they should be involved in District 6 issues, then the HRC can think about taking a stand on something and give them the reasons why. He stated that be is not suggesting that two bodies look for a common ground and try to work together however, he is not suggesting that the HRC give up anything that is critical to their mission, is not giving up on those things that the HRC feels strongly. He stated that believes the HSC is probably in many respects fools just as strongly as the HRC about many issues and it is a mistake to assume that their agenda is totally different from the HRC. and share with them and that they plan to go further. He reiterated that he believes it is in the HRC's best interest to develop a solid research based relationship with the HSC; he would feel just wonderful if they would use the HRC as their research arm. Ms. Haynes suggested that the Commissioners attend the school board meetings, discuss what happened at the meetings and develop a plan of action, and then take that plan of action to HSC and inform them what has been done since the HRC's research. She stated that Human Services deals with a number of health issues and the HRC would not be the research arm for health issues; they do things which they perceive as human relations issues but they are done by reference. Vice -Chair Lane stated that she supports Chair Cervantes position and she likes it - Ms. Haynes stated that she was not in conflict with Chair Cervantes but she was addressing specific issues because he raised specific issues. He stated that would like to talk to the new chairperson of the HSC and continue dialogue with the other aldermen and will report back to the Commissioners at the October meeting regarding what is going on. IV. OLD BUSINESS A. SYEP Ms. Haynes stated that she met with the Human Service Committee in July regarding the Summer Youth Employment Program (SYEP), which resulted into a very positive meeting. Alderman Newman thanked and complimented her for the SYEP report. The meeting ended with a discussion regarding who the program was designed for, Alderman Newman wants to limit it at at -risk youth, based on economics; this resulted in quite a bit of discussion. She stated there was also discussion regarding what happened with Kendall College's participation in the SYEP and the desire to get the community move involved in hiring youth The purpose of the SYEP was discussed, which was viewed by Aldermen Bernstein, Feldman and Newman as a training program. She stated that their views are incorrect because it is a program that provides summer employment Ms. Haynes stated that she is in the process of developing a 50/50 program as a mean of enticing businesses to participate. As she is developing this program she has to define the types of businesses who need a subsidy and those who do not. She stated there was some discussion regarding job development and working with the private sector. Alderman Newman stated that he might be willing to consider having one of Ms. Haynes' staff person to work in that capacity. The CDBG budget request for SYEP does include someone to not only HUMAN RELATIONS COMMISSION MINUTES September 24.2003 Page 6 of 7 administer the program but also do job development. She stated that if everything goes as plans it would be appropriate for the Commissioners to make contact businesses i.e., job development. Chair Cervantes stated that it thinks it is important for someone to investigate what businesses are the better candidates to participate in the program He asked for input from Vice -Chair Lane Commissioner Hagemann. Commissioner Hagemann stated that she has felt for a long time that the concept of the Commissioners assisting in job development is something they should be doing. He stated that he is against soliciting businesses for money but rather for jobs and during the process they could talk about the Commission and its purpose and they are meeting with them to become part of their mission. He stated that he will address this item again at the October meeting. Ms. Haynes stated that before the Commissioners begin soliciting the businesses she would like to have the 50150 program plan developed and she will inform them when they should begin and how. C. Madeline Ducre Ms. Haynes stated that Ms. Ducre sent her a letter which was included in the July packets. Ms. Ducre addressed issues she was having with the Police Department. Vice -Chair Lane asked Ms. Haynes if this is an issue she would handle or the Commissioners should get involved in? Ms. Haynes responded that she believes the Commission should determine if this matter is within their jurisdiction and if so, decide how they should proceed. After reviewing the letter, Chair Cervantes stated that he has difficulties acting on this matter until it is established that the faits are true and he requested that Ms. Haynes attempt to find out what the facts are; they will discuss them at the October meeting. He stated that if Ms. Hayne discovers there is a sense of urgency before the next meeting, he and Vice -Chair will meet with her and decide what type of action should be taken if it turns out there arc reasons the Commission should act on this matter. IV. ADJOURNMENT There being no further business, Vice -Chair Lane moved that the meeting be adjourned at 9:30 p.m. The motion was seconded and unanimously approved. Respectfully submitted: 6�4Secretary Date: rothy Thrower f EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, October 23, 2003 7:00 p.m. — Room 2402 A PPR VED COMMISSIONERS PRESENT: Michael Cervantes, Chair, Mavis Hagemann; and Schona Buranda CDMMISSIONER(S) EXCUSED: Pat Lane, Vice -Chair and Victoria Higgins Wolpoff STAFF PRESENT: Paula A. Haynes STAFF EXCISED: Dorothy nun GUESTSIVISITORS: Batty Ester, Peggy Tarr, Akua L. Searcy -NU; Lucia Rodriguez -NU; Jacob Dagger - NU; and Anat Rubin -NU Chair Cervantes called the meeting to order at 7:00 p.m. I. DECLARATION OF QUORUM Chair Cervantes declared a quorum was present. IL INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed all of the visitors. They introduced themselves and stated their purpose for attending the mating. III. APPROVAL OF MINUTES — July 23, 2003 and September 24, 2003 Chair Cervantes tabled approval of the minutes until the November meeting when Vice -Chair Lane and Commissioner Higgins Wolpoffara in attendance. At this juncture of the meeting Chair Cervantes informed the visitors that the Commission was going to adjourn into Executive Session to discuss some personnel issues and requested that they leave the room. Commissioner Buranda moved that the Commission adjourn to Executive Session. The motion was seconded by Commissioner Hagemann and unanimously approved. The Executive Session was adjourned after a brief mooting. Commissioner Hagemann moved that the Commission resume: with its regular meeting schedule. The motion was seconded by Commissioner Buranda and unanimously approved. IV. ACTION ITEM A. Nominating Committee Chair Cervantes stated that currently there is some diffiwlty with the nominating and succession procedure for eluding new officers for the Human Relations Commission (HRC). There are only five Commissioners and many ofthem that he has talked to are unwilling to serve as Chair or Vice -Chair. He stated that he was looking forward to being relieved as Chair however, he would be willing to serve as interim Chairperson until Match 2004 ifthere is total agreement from the Commissioners. He explained that this would allow enough time for additional Commissioners to be seated, to have a reasonable nominating process and finding individuals who we willing to serve as Chair and Vice -Chair. Chair Cervantes stated that in 2004 he is planning to be spend the months ofJune, July and August at his home in Colorado to do some research and writing, which needs to be done in order for him to remain a professor. HUMAN RELATIONS COMMISSION MINUTES October 23. 2003 Page 2 of 4 Ms. Haynes stated that the Commission should review the By -Laws to determine if it is appropriate for Chair Cervantes to continue serving as Chair after his term has expired. Chair Cervantes appointed Commissioner Hagemann as the Nominating Committee and requested that she contact all of the Commissioners and report how they feel about serving in an official capacity as well are their feelings about his proposal/willingness to serve as Chair until someone is elected. Ms. Haynes stated that an individual has been appointed by the Mayor to serve on the Commission and is being introduced at the City Council meeting on October 27h and confirmed on November 10*. V. DISCUSSION ITEMS A. Cook County's Source Of Income Amendment Ms. Haynes stated that approximately one year ago the HRC prepared an amendment to the Fair Housing Ordinance to include Source Of Income (SOI) as a protected class. Commissioner Sufferdin who is an Evanston resident and newly elected to the Cook County Board and supports SOI, has put forth legislation at the county level to include it as a protected class. Tire Human Relations Committee of the Cook County Board was scheduled to hold a public hearing this pest Monday but it was canceled due to the tragedy that took place the Friday before as a result of the fire at the county building downtown. She was unable to provide any information as to when it will be rescheduled Ms. Haynes provided the Commissioners with some information that was prepared by the Lawyers Committee regarding the need to change SO14 its impact on Housing Choice Voucher (HCV) holders and how it would work. She offered the following explanation as to how SOI impacts Evanston. If a HCV holder is interested in some property in Evanston and the landlord refuses to show it to the individual, he/she can go to the county and file a charge of discrimination against that landlord. One of the HRC staff responsibilities is to make sure that people are made aware of all their rights, duties and obligations with regard to housing. And, because the Commission does not have jurisdiction to take a complaint because the Fair Housing Ordinance does not include Sol, it obligated to make sure the complaint is filed with the county. Ms. Haynes stated that the current amendment would apply to every rental unit irregardless of the building size but the proposed amendment will apply only to buildings with a certain number of units. Chair Cervantes stated that he would like for the Commissioners to think about what their role will be in this matter since the Commission sponsored a public forum on SO] for Evanston several months ago. He stated that he plans to atte:td the hearing(s) when they are reschedule and urged the Commissioners to do the same. It is his hope that whatever the Cook County Board does, they will make every attempt to open up housing throughout Cook County and not just in Evanston. Chair Cervantes stated that since he was not present at the HRC meeting when the Commissioners voted for SOI to be included in the Fair Housing Ordinance, he requested that staff provide him with that data and redistribute it to the Commissioners. B. Anti -Hate PSA Ms. Haynes requested that Chair Cervantes appoint another Commissioner to work with her regarding the Commission's efforts to develop a Public Service Announcement (PSA). She has had contact with a record company in Evanston who produced a Black commercial for Coke A Cola in the seventies which has been inducted into some type of hall for advertising. She believes there are many other resources in the community that can be contacted to assist with this effort. Chair Cervantes stated that since Commissioner Higgins Wolpoff is experienced in public relations he will contact her to see if she can add something to the PSA dialogue. C. Committee Reports 1. Housing Committee Th= were no Commissioners present to provide information regarding housing. 2. Education Committee Commissioner Hagemann reported that one of the speeches given by a mart at a recent District 65 School Board meeting that followed the reading report, indicated that out of nearly 700 teachers only 15 are successful in teaching African HUMAN RELATIONS COMMISSION MINUTES October 23. 2003 Page 3 of 4 American students. He has provided this information which comes from Northwestern for the past two years and it reflects that no changes have occurred. The 15 teachers teach Black and White students yet they are meeting the needs of their African American students. Their success rate is eighty-five percent or more. The man also stated that this is true even when children attend their neighborhood schools where some are bussed for integration but the achievement level does not always improve even with parent involvement. Commissioner Hagemann stated that the 60 percent guidelines are being examined and the School Board has been requested to look into this matter. Evanston Township High School is currently on probation because they are not meeting the learning guidelines for Hispanic and Black students. She stated that there has to be a watchful eye to determine if harm is being inflicted on those students who are being bussed to the northern schools. Chair Cervantes stated that depending on the availability of time at the November meeting, perhaps Commissioner Hagemann can address all of the issues that she briefly mentioned above. 3. Community Issues Char Cervantes stated that he and Vk*Chair Lane have discussed the likely hood of the Commission hosting a city- wide forum but they still need to do additional planning and gathering information. With regard to the agenda, he decided to combine the discussion of Community Issues and the City-wide Conference on Race after Item D. was addressed. D. Race And It's Implications And Impact (discussion of articles disseminated) Chair Cervantes referral to the listed itenWarticles for the Commission's information, review and/or discussion. E. City -Wide Conference On Race Chair Cervantes stated that the Commission has been discussing hosting a city-wide conference and wanted to know the best way of includc/invite some peopk but and ofi'end others by not inviting them to the conference. An in-depth discausion took place regarding this matter. Chair Cervantes listened to suggestions from the Commissioners, stafi'and some of the visitors as to how to extract information as topicstcategories for discussion (examples: education, housing, race etc.) and individuals they might be willing to invite. Chair Cervantes pointed out that the Commission has a specific charge and it has to insure that the agenda is comprised of those issues which are within the scope of the Commission's role. He stated that one of the difficulties in conducting surveys is asking for people for their opinions if you do not plan on doing something with the information that is given. He wants to make sure that the Commission only receive feedback regarding those issues that it can and will do something about; otherwise a number of issues could be presented and if the Commission does not do anything about them, then it is viewed as being ineffective. Chair Cervantes stated that he would like to talk with Vice -Chair Lane regarding this matter and the Executive Committee will schedule a special meeting(s) to discuss the conference at a later date.. He stated that the meeting will be an open to anyone who is interested in attending. Commissioners Hagemann and Buranda will talk with each other and provide their input when the Executive Committee schedule that meeting. VL INFORMATION ITEMS A. November i' American Legion Pancake Breakfast Ms. Haynes stated that for the past sixteen years, the American Legion in Evanston has sponsored a pancake breakfast and donated the proceeds to the Human Relations Commission, who provide gibs for children ofkw forttutate families. The breakfast will take place on Saturday, November I" from 7:00 am. to l :00 p.m., at the American Legion Post 42 on Central Street. The tickets are $5.00 and may be purchased from the Human Relations staff or at the door. VIL OLD BUSINESS A. SYEP Ms. Haynes reminded Chair Cervantes that according to the September minutes, this item was going to be place on hold until some decision was made regarding the CDBG funding. HUMAN RELATIONS COMMISSION MINUTES October 23.2003 Page 4 of 4 B. Faith Base Institution Conference This item was discussed previously under the City -Wide Conference On Race. C. Madeline Lucre Complaint Ms. Haynes stated that since this is a police matter it should not be discussed in an open meeting and she will provide information to the Commissioners in writing. Chair Cervantes asked Ms. Haynes if staff has heard anything from the Law Department regarding the Brezinski complaint? Ms. Haynes responded that she has not heard anything thus far. VL NEW BUSINESS Chair Cervantes asked Ms. Haynes if she could provide the Commission with an update regarding the Wards redistricting issue? Ms. Haynes stated that approximately 12 maps have been proposed for the upcoming redistr>cting. Bylaw. redistricting has to take place every 10 years; each Ward should contain the same number of individuals. Alderman Baptiste conduetod a meeting that included the discussion of whether the issue of pot ubuion should be based on the 18 years of age wW over population or total population. She stated that the City Council has been working on this project for two years and it has just become available for public input. The City Council has decided that they wam to put a map in place by November but it has to be passed by August 2004. The 18 years of age and over issue only impacts the First, Second and the Fifth Wards. She stated that one ofsmmgest voices being heard are those of the NU students because Alderman Newman's map moves a great deal of students from his Ward into the Second Ward which generated concern that this upsets the racial balance in the Second Ward. Historically the Filth and Second Wards have had majority/minority constituents. It was determined that the Commission should make a statement that addresses their feelings regarding the racial imbalance that will take place in the First and Second Wards if their populations change based on age. ChairCemvantes stated that he and Ms. Haynes will meet to draft ktters to all of the Aldermen and one to the local papers to be place in the editorial section. The next meeting regarding this matter will take place on November P at 5:00 p.m. Commissioner Havemann moved that the Commission rwevare a letter to each oftheAkk7mrn and dewlov a statement for vublic dissemination that will he placed in the editorial section ofthe local news taaners. The motion was seconded and unanimously approved VIOL ADJOURNMENT There being no further business Chair Cervantes adjourned the meeting at 9:50 p.m. Rcspectiully submitted by: rr%�l Secretary y 'Thrower EWe: 11A 6 le �/ ' � r EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL 60201 Wednesday, December 3, 2003 7:00 o.m. — Room 2402 APPIROVE COMMISSIONERS PRESENT: Michael Cervantes, Chair; Patricia lane, Vice -Chair, Mavis Hagemann; and lair Ruffob CDMMLSSIONER(S) EXCUSED: Schona Buranda and Victoria Higgins Wolpoff fIAFF PRE$EML: Pavia A. Haynes STAFF ExC=: Paula A. Haynes and Dorothy Thrower W. Mkhael Green; Anat Rubin -Graduate Student, NU; and Akua Seany- Graduate Student Chair Cervantes called the meeting to order at 7:09 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was pent. IL INTRODUCTION OF NEW COMMISSIONER Chair Cervante introduced Commissioner Ruffolo and welcomed him aboard. III. INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Cervantes welcomed al I of the visitors. They Introduced dwrnselves and stated their purpose for atterdng the meeting. Chair Cervantes stated that the Mayor has appointed Mr. Green to the Commissioner. He will officially attend his first meeting In January 20D4. III. APPROVAL OF MINUTES — July 231, MM and September 24, 2003 Chair Cervantes called for approval of the minutes. Vice -Chair lane stated that she brought the September 2e minutes to the meeting because she was not aware that the July 23n0 minutes had not been approved. Chair Cervantes stated that he did not receive the July or September minutes. Ms. Thrower reminded Chair Cervantes that the minutes for October 23, 2003 reflect that he did have some changes to the September minutes therefore he must have received the minutes. She stated that the minutes for July 23rd were e-malled to him but he was on vacation and perhaps he did not review them. Ms. Haynes also reminded Chair Cervantes that the minutes for July and September were not approved due to the lack of a quorum. Commissioner Hagemann stated that she reviewed both sets of minutes and reiterated, as she did at the October 23b meeting, that she had no problems with the content; there were a few typographical corrections that needed to be made. Chair Cervantes stated that he did not have any corrections to the October 231d minutes, however, he requested that staff provide the Commissioners with copies of the minutes for July 23r°, September 24`", October 23'd and the December 3'b meeting for them to review and approve at the January 2004 meeting. Chair Cervantes stated that he would also call all of the Commissioners and remind them to review these minutes. IV. INFORMATION ITEMS A. The Children of Uganda Ms. Haynes stated that the Fleetwood-Jourdain Community Center is coordinating and bringing the Children of Uganda to Evanston for Blade History Month. The Group Is a dance troop and are the ambassadors for Ugarhda's 1.7 Aides and world related orphans; their goal Is to promote global awareness of Aides and to raise fiords for HUMAN RELATIONS COMMISSION MINUTES December 3.2003 Page 2 of 10 their fellow orphans. The performers are 6 to 17 years of age. The Children are being brought to Evanston with the hope that their presence will bring awareness of the impact that Aides has in the community as it relates to Blacks, Latinos and women because these individuals of all the populations are experiencing the greatest increase of Alder related illnesses. Fleetwood-3ourdain is seeking the Human Relations Commission's support as a co- sponsor in this effort. Ms. Haynes provided some written materials regarding this matter as well as the performers schedule. Ms. Haynes took some time to review the schedule; she and the Commissioners discussed this matter at some length. It was suggested that this information be provided to the Evanston Ecumenical Action Coburn (EEAC), Churches/synagogues, schools and the library. Vloe-Chair Lane stated that her daughter is a dance student and she would be willing to compile a list of dance studios and make sure that flyers get to them. Ms. Haynes stated that a reception that will take place at Fleetwood-3ouradain on Thursday, December 110' at 7:00 p.m., she will attend the reception and suggested that perhaps some of the Commissioners could be in attendance to meet the sponsors and also determine how the Commissioners might assist with this effort. Chair Cervantes, Vke•Chair and Commissioners Ruffolo and Hagemann stated they would attend the reception. Chair Cervantes stated that he and Ms. Haynes will get together to prepare a letter to the Evanston Revigb[, stating the C, � :"on supports and celebrate this effort. Also, he will call Mamie Smith who Is the Director at Fleetwood- 3ocmdain and congratulate her on behalf of the Commission for bringing the Children of Uganda to Evanston. Chair Cervantes called for a motion for the Commission to participate in this effort. Nl7-7,Gl.n i .Ill:✓ Il.�ia_i 11.�1 Z' �.11ll }.� .� 1 !la iz=ilu::� . i, r l! __I {� Sri .�!!1 � !GILILI+ll.=1i !� :Gil." �L' •.Z�1/1:=- +l• � a.l+ .'i+ J." �/ �[y1 �l �.• G• ��1.K+. .' �!I .- +l.y •.[" I !•• It:!GI .• �� + r+:• + � �l.' tzi�+ !.GI 1.- al �. ' 4.�5' � t zSKll G.•S _GII II b�:.Gl.' ...+.=fl.. I l _4�G1.�.4+ H." f1..4G1 .�I.wI .!%• l.• 1 � +J r � [� Lai B. Committee Reports 1. Housing Vice -Chair Lane stated that she attended the last Housing Task Force meeting but she did not have all of the materials that were provided at the meeting to refer to. She stated there was some discussion regarding two h shLxneits that were useful In promoting affordable housing. They were Community Land Trust and Induskxmry Zoning. It was suggested that people make community ownership extensive and not just for tenor fifteen years, o0wrwIse it would go back into the general pod and prices would go up as they have in the past•. There was some dWxwlon regarding various things that should be considered when one is establishing these things within their own community. Highland Park has been very active in establishing affordable housing. Evanston has been active in set -asides. Ids. Baynes stated that when someone talks about Highland Park's affordable housing program, she ask them 'Haw you read Itr She stated that the report indicates that affordable housing In Highland Park is in the three hundred thousand dollars range and it Is difficult to discuss affordable housing without having all of the fads. She stated that if the Commission Is concemed about affordable housing it would serve them better by waiting until there Is a Housing Committee who can put all of this information together and bring it back in some intelligent form so that the Commission will have Borne fads to use as reference. Ms. Haynes stated that staff was Involved in working with the Planning and Development Committee as well as the developer for the property located at 1930 Rkge (corner of Ridge and Emerson), to ensure that there are some affordable units. The developer did agree to have ten units available. She stated that in order to determine who the recipients of those units would be, a ktbery was held two ago. One of the Issues that arose as a result of the lottery was that when the developer's agent ran the lottery It was advertised In other states, therefore, people who applied lived in Michigan, Indiana, etc. Residents are upset because they say those units should be occupied by Evanston residents or people who work and desire to live In Evanston. When the Ordinance was prepared this Issue was not spelled out spedficaily. Ms. Haynes stated that she was asked for an opinion as to whether it is legal to restrict the eligibility for the units. The opinion that she rendered was that neither region or where one lives is not a protected class and she believes the city is In a position to say that only Evanston residents can apply for the units. HUMAN RELATIONS COMMISSION MINUTES December 3. 2003 Page 3 of 10 Chair Cervantes asked Ms. Haynes what is the status of the Housing Task Force Committee (HTFQ ? Ms. Haynes responded that the Committee continues to meet and she recently received an a -mail from one of its members who wants to talk with her regarding what the Committee is going to propose, i.e., Inclusionary housing; a date and time will be established. She stated that one of the stumbling blocks right now Is whether or not the guidelines that are established will apply to "as of right sfixtures"; the Committee is also considering buy-outs. This means that if a developer does not want to include affordable units in their building they can pay the city certain dollars that should be used to develop affordable housing. She stated that the Committee has already made a preliminary report to P&D and assumes they will present recommendations sometime after the first of the year in 2004. 2. Education Comirni sinner Hagemann reported that before the school board meetings are convened, time Is set aside for cwtvnents and individuals are allowed to talk for five minutes. Prior to this past meeting that she attended, a eladc female parent addressed concerns that her child, who is In the fifth grade at Willard School, has been experiendng. Her child Is the only Blade female In her d".%A there are two Blade males; the odd students are Vilhite. There is another fifth grade class In the school whose students are half White and half minority. According to the mother, three or four White males have been harassing her child by making nasty remarks about her (the mother). The mother asked the teadher who Is a male, If her daughter could be moved from the room because the situation it was very difficult for the child. The teacher refused to move the child; the mother then spoke with the principal and the superintendent regarding the matter. The superintendent did bell her that he would speak with her later but nothing had been done regarding her request prior to her attendance at the meeting, which she spoke. Commissioner Hagemann stated that when she attended the Monday night School Board meeting, several individuals Informed her that the child has been moved from that lass. She also expressed concern that the child had bo endure the behavior of the boys and the fact that It did have some racial corxrotations and the way the child felt, needs to be addressed somehow by the school. She stated that she intends to go to the sdool to observe how things are going. Ms. Haynes asked Commissioner Hagemann If the scrod had attempted to address the problem, did they just circumvent it or, did anything happened to the children who were behaving poorly? She stated that the affected child Is paying the puce for something she was not responsible for and no one offered alternatives to the parents in terms of addressing this matter. Commissioner Hagemann stated that she does not know if anything happened to the boys regarding their behavior or how the Board addressed the matter. However, she has concerns regarding the Scholl Board's failure to openly addressing this matter and the fact that the mother had to finally bring this matter to the Board. She stated that this is an unusual development because most Issues are addressed before an Individual has to speak to the Board. The Commission briefly addressed the Issue of them getting Involved in certain matters that involve elected Individuals however, part of their mission is to create more awareness of options available to people. Ms. Haynes stated that for the record, her earlier comments were not suggesting that the children who were doing the harassing be reprimanded but there are many things that could have be done to address this matter. W. Grew stated that based on the information that was provided regarding this matter, the little girt seamed that when you get harassed "run" and that Is what minorities have been taught to do; now the child is being reared in the same manner. He stated that even the parents might not be aware that this is how they are being socialized but the administrators should have known better because it is their job to come up with solutions to matters such as this. Commissioner Hagemann stated that It is unknown what the adminisbadon did but what It points out to her Is that she would never put one minority or White student in a lass by themselves. She stated that she would keep an eye on this matter as well as others that she feels the Commission should be aware of. HUMAN RELATIONS COMMISSION MINUTES December 3.2003 Page 4 of 10 3. Community Issues a. City-wide Conference As a means of Information for Commissioner Ruffolo and Mr. Green, Chair Cervantes stated that several meetings ago Vioe-Cfair Lane proposed that the Commission host a dtywide conference. He stated that it Is the Commission's Intent and responsibility to get a greater awareness of the issues within the community as they mate to race, creed, color, sexual orientation, etc. The second major responsibility of the Commission is to look at ways of how to bring the community together that will help them address the issues mentioned In the first area. He staffed that each Commissioner would take it upon themselves to go to various organizations i.e., community grouplorganlzaticros and faith -based entitles, informing them of the Commission's desire to go forth with this eftt and ask that they send a representatives) to the conference to find out what the concerns are of the commur ty regarding the Commission's two major responsibilities. Chair Cervantes asked the Commissioners if they should pursue this project and If so, should the beginning stages be discussed at the January 2004 meeting? An in-depth disa�n and exchange of ideas took place. Following are some of the comments suggestions offered: Ms. Haynes stated that she believes the Commission/staff should begin the conference by educating people regarding the cultures and beliefs of other individuals since the city always touts its diversity. She stated that the omference could consist of a series of sessions by hosting, for example, "Asian" night with a panel of Japanese, Chinese and Filipino Indlviduals, who would respond to questions or provide comments regarding their culture. Thereafter, other cultural groups She stated that there is also a dear division African Americans and Latinos in this community and the Commission needs to do something about this by educating each group regarding the other and some how build some bridges. Chair Cervantes stated that he is interested in the Commission getting good solid Infomwtion from the community regardrxa their Issues,/concerns; he Is willing to consider whatever suggestions are made to make sure the C. � , - serves the community in a more productive manner. ArKdw concern that needs to be addressed Is what has the Commission done to make life better for minorities in Evanston? He stated that like it or not, the Cession does not know the specifics of the race problems, they know them In the same abstraction as they know them wand wide, that race occurs In Evanston but where Is the evidence and what kind of mechanisms does the Coon have to address it? He would rather that the Commission focus on this issue. Commissioner Ruffolo stated that of the two altematives that are being proposed for the conference, he likes the 6-1ter reladve to educating people which is a more proactive approach rather than reactive. Mr. Green stated that he agrees with Ms. Haynes approach to the conference because he has learned that many people do not know the difference between discrimination and racism; some people don't know when they are being discriminated against and do not know when they are being exposed to racsm. If they are not educated they will think that's how life Is. W243►air Lane stated she thinks that getting Input from the community regarding their Issues/ooncems and an educational component could be combined. Chair Cervantes agreed with Vice -Chair Lane and also suggested that perhaps some or all of the groups could share the significance of their culture, horn they think their group fits Into the Evanston community and what are some of their difficulties. WeChair Lane stated that Ms. Haynes has provided the Commisskwws with reams of research showing that not much has changed In terms of race relations in this country. Given this Information, why Isn't there more action on the oliidal level? HUMAN RELATIONS COMMISSION MINUTES December 3.2003 Page 5 of 10 Ms. Haynes stated that the information states very dearly why people do not come forward with complaints. If people would kook at who has benefited from affirmative action and I what the courts have done with cases of discrimination which adds to the despair that Is already there, perhaps people of color may have developed a little apathy and satyr why bother because people do not get It or do not care. Viee-Chair Lane asked Ms. Haynes if she thinks the Commission falls within the category that she defined? Ms. Haynes , : .. . e l that she thinks they do and she would hope they do not want to continue to be in that category. Perhaps a Political Action Committee could be added to the Community Lssues Committed so that the Commissloners could work with their elected officials at the state and federal levels to make changes and bring forth some additional legislation or amend some of the current legislation; or, get other human relations commisslom within the state to coalesce around these issues to make a difference nationally. Chair Cervantes stated that the primary purpose of the citywide conference Is to address how does race relate to Evanston and how does this Commission bring the people/communities together; what has the Commission done to make life better for minorities In Evanston? He stated that like It or not, the Commission does not know the specifics of the race problems; we know them In the same abstraction as we know them world wide; we know that racism occum in Evanston but where Is it and what kinds of mechanisms does the Commission have to deal with IL He would rather that the Commission focus on this issue. Ms. Haynes suggested that she believes the Commission needs to educate the victims of the school system and there deal with the Larger bureaucracy later; that the Commission needs to educate African American children (bemuse they are the ones' whose incidents have been dam), regarding the attitudes and beliefs that they carry; that the Commission/staff look at what kinds of program/activities they can develop to address these issues and concerns with the education of African American children and the sdKxA districts and the burdens that they bear in those sysiierrts. Chair Cervantes stated that he had no problem with her suggestion but how does the Commission know the extent of the problem In order to do a good job of addressing the issue. Vice -Chair Lane asked If Ms. Haynes had a mechanism in mind. Ms. Haynes responded that once the kids are being talked to d#hings such as self-esteem is not good, parental issues, etc. One those things are found out they can be organized and people in the community who can provide program/activities designed to Improve the self- esteem of the kid. Commissioner Ruffbio stated that with all of the discu:sskn/eomments and suggestions that took place regarding the citywide conference and what it would entail, he lost a little flows. It appeared to him that the Commission wants bo stimulate the community into coming to them with their issues/problerWcomplaints. The primary concern Is how does It do that and the other component is, proactively, what can the Commission provide the community with if they want them to feel confident that thhey can come to the Commission; that there is some credibility here; and, that they will be heard and receive some type of response. how does the Commission begin the process because It does not appear that It has happened thus far although they know there are problems. He stated that he like both ideas of having a citywide conference or town meeting and he likes the educational piece. Why not do both by having one before the other? Commissioner Ruffoio stated that at a town meeting, people could voice their thoughts/or concerns, which can be prioritized by the largest five or ten concerns of the community. Maybe the educational component can determine what to do with those axx:en as. He agreed that the Commission needs to focus on Evanston right now because this community Is its primary mandate and perhaps they can branch out from here. He would like the Commission to focus on ways of being able to stimulate the peoples inter in trusting and believing in them on a regular basis but In the same term, provide some education far them. Chair Cervantes stated that the Idea of a city-wide conference has a lot of merit as well as the Idea of having a HUMAN RELATIONS COMMISSION MINUTES December 3. 2003 Page 6 of 10 town nxvbng and having everyone's input; and the Idea of conducting educational sessions at selected areas is marvelous but he is not sure what direction to go. Vice -Chair Lane wanted to know budget wise, which Is the most doable of the three options? Chair Cervantes stated that it would be prudent to look at this effort from a resource standpoint as to how it can be done. He asked Ms. Haynes what is staffs availability to begin responding to the options addressed? Ms. Haynes stated that she is available to begin working on these options with the Commission. Vice -Chair Lane asked Ms. Haynes if she could present some logistics to the Commissioners at the January meeting? Ms. Haynes responded that she had already begun making notes to present something to them at that meeting. Chair Cervantes requested that Vice -Chair Lane, Ms. Haynes and he meet sometime between this meeting and 3anuary to provide further definition as to what the Commission might want to do. At b*Junrture of the meeffng 6)&e was a 15 minute break 4. Nominating Committee Chair Cervantes appointed Commissioner Hagemann as the Nominating Committee at the October 23'd Comrnbskm meeting. Commissioner Hagemann, r.,.... L:.J that all of the Commissioners she talked to stated they diid not want to serve as Chair. Chair Cervantes stated at the October 23id meeting that he would be willing to continue to serve as Chair until the March meeting in 2004. At that meeting more Commissioners will be seated and the nomination and election process can take place again. Commissioner Hagemann stated that as a former Vioe-Chairpersort of the Commission she believes something can be learned as the Chair or Vice -Chair and sraggested that the Commissioners serve as rotating chairs on a monthly basis. Vice -Chair Lane stated that as Vice hair and as a member of the Executive Committee, she has not learned any more or less about the Cuff ntssion. She stated that she admires the commitment of the Chair to an ongoing mission and this does not happen when there Is rotation. Ms. Haynes stated that the notation of having rotating chairs would give the Comrnfssloner an opportunity to experience being a member of the Executive Committee, preparing agendas and conducting the meetings. She stated that It might also give the other Commissioners an opportunity to evaluate the performance of each rotating chairperson. Vice -Chair Lane stated that what bothers her about the rotating chairs is that the chair is the external liaison to the Human Services Committee and the City Council. The chair has to represent the Commission as a body and a rotating position is not going to build the experience and bwwledge that is required to represent the Human Relations Commission externally. She stated that she would ft to see Chair Cervantes continue in his current position until there is a full Commission and people can decide If OW want to step forward or not. Chair Cervantes stated that he believes that rotating chairs can be forced on someone and when that happens it ends up being a burden and a difficult chore because of the communication that will be required between individuals from one month m the other. He stated that he would like to see someone assume the role as chair and unless someone really wants to be chair right now, he suggested that the Commissioners accept his proposal. As there were not objections to Chair Cervantes' proposal, the following motion was made. 4!zwl. +1.- !!. .a► If . z� i i r AT 11 :n►!� r �l11?1 ! lf." !1,• 1.�.11 .• !i� ��.�� • L" / . tz� The motion was not seconded and failed. Ms. Haynes stated that since all of the Commissioners have lndicated they do not want to be Chair, she suggested that the most recent member of the Commission, Commissioner Ruffolo and the recent appointee, Mr. Green who will be seabed In January 20G4, need to think about whether they want to assume the leadership role at the HUMAN RELATIONS COMMISSION MINUTES December 3.2D03 Page 7 of 10 March 20D4 meeting. Commissioner Ruffolo stated that what occurs to him and even thinking of the prospect that it is down to Mr, Green and himself who are the newest members, why don't people want to be chair and why should he want to be It everybody else does not want the position? Chair Cervantes staffed that he thinks there should be a new leadership each year. Vice -Chair lane stated that she thinks there are personal things that could be disaused but not In a public meeting, Ms. Haynes stated that if the things are not personnel matters the Commission has to be careful about dosed sessions and what is discussed. Commissioner Hagenwo stated that no body wants to be chair. She stated that If Chair Cervantes will remain as Chair until March 2004, she would like to be in change of finding someone to be the chair. Chair Cervantes stated that at that time someone else would be appointed to work with her on the Nominating Committee. hta wwy moved thatfloe CMMjs9W ►e6i& doe amaqLWLlr w/di theA&g ftta imw Chair w ff be erte+ded In MarcUA04. The m-e n was se+corxW by IrA=Oplr Lary and unan/nror� C. CDBG-FY10D4-2005 Allocation 1. Housing Advocacy 2. Summer Youth Employment Program Ms. Haynes stated that CDBG (Community Development Blo& Grant) are federal funds that are passed down from HUD to the City of Evanston. These funds are to be used In targeted areas for a variety of programs and activities. The Housing Advocacy Program (Fair Housing and Landlord Tenant), are funded through CDBG. The recent application for continued CDBG monies was funded for $90,000 for the coming fiscal year, which was a $4,000 Increase over the current allocation. Last year was the first year that she requested CDBG funding for the Summer Youth Employment Program (SYEP). Funding was requested for support personnel as well as a full-time coordinator, the same request was made this year and the program was allocated $W,000, which was a $5,0D0 Increase over the current year's allocations. However, since the City Manager has dedared there will be no hiring of new positions ftmolore she will have to determine how she will administer the program this coming year. She stated that bringing In a different person each year Is not berrerKW because it takes so much time away from what needs to be done while training Is taking place. She stated that ultimately she would end up assuming the responsibility for the overall administration of the program. D. City/Northwestern Task Force Meeting Ms. Haynes stated that a few weeks ago an incident occurred involving some NU football players who were drunk and thought they were Entering a friend's house, which turned out to be the residence of a private citizen. The young men were suspended from the football and are going through an Intemai hearing process. As a result of this Incident; the Human Services Committee formed a NU Task Fore and she was asked to be a member. The first meeting centered primarily on housing Issues regarding students who live off campus, absentee landlords, students and parties. As a result of that discussion it was decided that they should look at apartment licensing (an tkdhunc+e has been drafted that would license apartments. A copy of the Ordinance was e-mailed to the CommWoners and copies were available to therm at this meeting). She stated that since she e-mailed that document to the Commissioners, she prepared a response on Monday, December i't, to Jim Wolinskl who is the HUMAN RELATIONS COMMISSION MINUTES December 3.2003 Page 8 of 10 Director of Community Development, addressing concerns as they impact the Residential Landlord and Tenant Ordinance (RLTO), as well as other issues and concerns. She stated that a public hearing has been scheduled for Monday night on December e. She encouraged all of the Commissioners to attend that meeting. This matter does not require any action from the Commission; it was provided to them as a means of information. She stated that the Commission might want to look at how this Ordinance could benefit the Commission/staff in Its endeavors relative to the RLTO. She stated that apartment licensing was brought up a couple of years ago but the landlords turned out In great numbers opposing it as they did the amendments to the RLTO. Chair Cervantes moved the agenda to Item ViL OLD BUSINESS. VEL OLD BUSINESS A. Madeline Ducre W. Haynes Informed the Commissioners that the Office of Personnel Standards investigated Ms. Ducre's complaint that she filed with the Evanston Police Department several weeks ago, against some Police Officers who entered her home and garage without permission. The Police Department sustained Ms. Duae's allegations that the Officers were Incorrect In their actions. Sometime later Ms. Ducre happened to see one of the Police Offiicers In the community, who informed her that the decision/ruling against he and the other Officer(s) had been reversed with regard to the findings. She was angry and felt violated that no one had communicated this to her. W. Duane wanted to know what happened to the case; who made the decision to reverse the ruling and why was she not Informed of such actions? Ms. Haynes stated that she has all the documents from the Police Department whkh state that one of the Police Officers during the initial Inquiry, Indicated that they did enter the garage but when he was questioned again, he said that was not the case and they did enter the garage. In the Initial grievance, the Officers were given a written reprimand; after they grieved the findings the reprimands were removed from their files. Ms. Haynes stated that she can respond m a couple of Ms. Ducre's questions but she needs to talk to Chief Kaminiski regarding their process in terms of informing citizens of actions that occur after the fact. Chair Cervantes asked Ms. Haynes If there are any other steps that Ms Ducre can take regarding the grievance procedure? Ms. Haynes stated there are no other steps and the case is complebe/dosed. She stated Boat the Commission can conduct an Independent investigation but she would suggest that they work with Chief Kaminlski and encourage him to make sure their Standard Operating Procedures (SOP) address issues such as this. Chair Cervantes asked Ms. Haynes If she had heard anything from the Law Department regarding Mr. Brze2insid's complaint? Ms. Haynes stated that she had not. Vice -Chair Lane asked Ms. Hayes what remedy does Mr. 8rzezinsid have; can someone sue the Law Department for discriminating against him in a discrimination case? She stated that the Law Department, by their actions or lack of, has evaluated the case and made a judgment by dead ending his complaint. Ms. Haynes response was that she had talked with Mr. Brzezinski's wife regarding this matter and she (the wife) is considering contacting their Alderman and pursuing the matter. Chair Cervantes requested thhat Ms. Haynes continue her efforts regarding this matter and he will also try and talk the the Law Department to see what Is going on. VL DISCUSSION ITEMS A. The Role Of Human Relations Commission Chair Cervantes stated that he picked up a paper at the DePaul University Campus that contained an article regarding attairilng racial equality in Chicago. He sent the article to Ms. Haynes and asked her to send the Executive Report to the Commissioners. As a result of that article he found and printed an eac wutive summary of a major report, which he has reviewed and during that process, some things occurred to him that somehow the role of the Human Relations Commission needs to be re-described/refoxxrsed. He asked them to review the report which talks in great detail about the progress that was made towards dosing racism during the the Clinton HUMAN RELATIONS COMMISSION MINUTES Deccmbcr 3.2003 Page 10 of 10 with evidence to support and back the Information up. He stated that the Library did surveys of which staff took the primary role and these are things that could take place now to provide data and background in order for the Commission to develop policies and proposals that can be effective. He sated that he does not believe it is the Commission's job to do this work. He stated that they all have jobs and lives; they can deal with policy and to a certain extent, putting Into otiose policies; the primary role of the staff is to Implement policy and it Is up to the Commission to set It Ms. Haynes stated that on black and white she is staff to the Commission; not Mr. Molinary, Mr. Thomas or Ms. Thrower. She Is responsible for administering those individuals and as such, she Is the Commission's direct lialson; she decides who does what in the office. Chair Cervantes agreed wholeheartedly with her especially If she Is confident in her staff providing the required services required by the Commission. He stated that the Commission Is not in the task of micro managing staff; that is not their job and they work through Ms. Haynes. Ms. Haynes stated that she Is not volunteering her services to the Commission; what she does Is her job/role. Chair Cervantes stated that the issue of communication with the various elements of the community Is a project that he thinks should be worked on immediately and will be addressed at the January 2D04 meeting. He will send her a list of things that he thinks the Commission should have In order to be effective. VEL NEW BUSINESS Ms. Haynes passed out a revised Commission roster for corrections. Ms. Haynes stated that she Is designing a 50/50 brochure to try and get more business involved with the Summer Youth Program. This means that the department will pay fifty percent of the hourly minimum wage for each youth that is hired by a business. She shared a draft of a brochure with the Commissioners. Ms. Haynes stated that last February she and her staff put together a celebration for Black History Month. Some concerns were raised by a few of the Commissioners who felt they should be involved In that effort and stated that they wanted to do something in February 20D4. She stated that the Commission needs to decide how they want to be Involved. Staff will put together a committee of city employees and a program. She stated that the Fleetwood-3ourdaIn Community Center would be hosting their annual celebration of Dr. IQng's birthday in 3anuary. She passed out fiyers regarding this event She stated that the American Legion presented her with a check in the amount of $2500 hundred dollars at the Pancake Breakfast in November to purchase holiday gifts for less than fortunate families. Staff has Identified Haven Middle School as the agency who the Commission will be looking to nominate those families. She stated that r+ecruftment is underway for the Human Relations Specialist position vacancy within the department She stated that Mr. Green will be confirmed as a Commissioner at the December City Council meeting. Chair Cervantes reminded the Commissioners to think about visiting some of the business regarding the Summer Youth Employment Program to present the 50/50 program. Ms. Haynes stated that she has prepared a calendar of when these solicitations should be made. and she will keep staff Informed as to what Is taking place with the program. VIiII. AD30URNMENT There being no further bcdoess Chair Cervantes adjourned the meeting at 10:25 p.m. with no objections. ReTr,IV, matte . I'tlit i secretary Date: j liinme/ EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL 60201 Wednesday, January 25, 2004 7:00 p.m. — Room 2402 APPRO]IED COMMISSIONERS PRESENT: Michael Cervantes, Chair; Mavis Hagemann; Larry Ruffolo, Schona Buranda and Michael Green COMMiSSIONER(S) EXCUSED' Pat Lane, Vice -Chair COMM15519NER(5} ABSENT: Victoria Higgins Wolpoff OFF PRESENij Dorothy Thrower and Rafael Molinary cMF EXCUSED: Paula A. Haynes GUESTS/VISITORS: Roger Gum, City Manager and Alderman Arm Rainey Chair Cervantes called the meeting to order at 7:10 p.m. L DECLARATION OF QUORUM Chair Cervantes declared a quorum was present II. INTRODUCTION OF NEW COMMISSIONER Chair Cervantes Introduced CommLssioner Green and welcomed him to the Commission. M. INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments There were no guests or visitors at this time. III. APPROVAL OF MINUTES — 3ufy 23, September 24, October 23, and December 3, 2003 Chair Cervantes called for approval of these minutes. J*216 As there were no cmTectlons to the minutes, Commissioner Hagemann moved that they be approved. The motion was seconded by Commissioner Buranda and unanimously approved as submitted. September 24": As there were no corrections to the minutes, Commissioner Buranda moved that they be approved The motion was seconded by Commissioner Hagemann and unanimously approved as submitted. OIcW er,2l3 . Commissioner Hagemann asked If when the minutes indicate that something will be done by any of the Commissioners and it Is not, should the Commissioners at the time they are accepting the minutes for approval question the failure to follow through by the indivlduais(s) responsible for a task? Chair Cervantes acknowledged that this Is his fault more than any one else. He suggested to Ms. Haynes several months ago that If any commitments are made at the meetings, he would appreciate It If staff would remind him or anyone else of such. He requested that Ms. Thrower be responsible for doing this in the future. Commissioner Hagemann requested that her motion on page 4 be corrected to indicate that she did not second the motion. Ms. Thrower stated that the month and date on pages 2, 3, and 4 should be changed to October 23nd. Chair Cervantes stated that Vloe-Chalr lane, Ms. Haynes and he did not prepare letters to the Aldermen or the local papers addressing the Wards redistricting because It seemed to became a non Issue bemuse the meeting regarding this matter was postponed. There being no other corrections, Commissioner Buranda moved to approve the minutes. The HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 2 of 1 I motion was seconded by Commissioner Hagemann and unanimously approved with the noted corrections. DlecemberA Commissioner Green requested that the spelling of his last name be corrected on pages 1, 3 and 6; Commissioner Hagemann asked Chair Cervantes If the letter was sent to the Evanston RevfgW stating the Commission applaud Fleetwood-3ourdain for bringing the Children of Uganda to Evanston to perform as Indkated on page 27 Chair Cervantes staffed that Vice -Chair Lane was going to provide some Input regarding this matter however she was unable to attend the meeting. He stated that since Ms. Haynes has been III during the past several weeks, he has tried not to bother her to much regarding Commission business. Commissioner Hagemann requested that on page 3 under Education, the word "White" be removed in front of male because she did not know the race of the tead , she stated that the minutes also reflect that she was going to visit the school but she was out of town at Christmas, however she still plan on doing so. Chair Cervantes requested that on page 9, 7"' paragraph, the sentence should read: " ... regulatory Issues than they do pursuant to Lzues ofrace etr-, ...."; on Page 10 second paragraph, 3 d line, should include the following comment that he made: "Chair Cervantes stated that he agreed wholeheartedly with her and since she Is staff to the Commission, she Is responsible for making sure that the Commission's projects, etc. would then be given to her staff and she would be responsible for their actions in providing services to the Commission. He stated that he wholeheartedly support the fact that the Commission's task is not to micro manage staff; that Is not their job and they work through Ms. Haynes. Commissioner Hagemann requested that on page 10, a paragraph, 50/50 should be corrected in the first sentence. There being no other corrections or editions, Commissioner Ruffolo moved that the minutes be approved. Commissioner Buranda seconded the motion and the minutes were unanimously approved with the noted corrections/edttions. Mr. Crum, City Manager, arrived at the meeting. Chair Cervantes Introduced him and thanked him for coming. Chair Cervantes stated that on behalf of all the Commissioners, they are hoping and praying that Ms. Haynes have a speedy recovery. IV. INFORMATION ITEMS A. Committee Reports 1. Housing Chair Cervantes stated that Commissioner Higgins Wolpoff Is the only remaining member of the Housing Committee and hopefully before the February meeting he will have an opportunity to talk with her and find out what her plans are relative to being a Commissioner. He stated there would not be a housing report a. Housing Optiorks/Odw Regulatory Issues Chair Cervantes stated that the reason he requested Mr. Molinary's attendance at the meeting was to provide the Commissioners with some Information regarding this Item and that he would not be giving the city's op€nion regarding the law. 2. Education a. District 65's 60 Percent Guidelines Commissioner Hagemann stated that she was out of town when this matter was discussed by the School Board and she can only share what she read in the paper. She stated that the School District kept the 60/40 but Mr. Powell who is the President of the School Board stated that a good education is Important. Chair Cervantes stated that he watd)ed the meeting on television and three of the Board's members stated that t * were pleased with the 60/40 but they expressed reservations about the 60/40 being somehow correlated to dosing the gap. Although the 60/40 has been approved, he hopes the Commission will continue to monitor this Issue. Commissioner Hagemann staged that with regard to the Incident involving alleged racial comments made by 1 v. HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 3 of I I Ms. Proctor who Is a teacher at one of the middle school, she did not agree with the School Board's assessment Commissioner Green stated that with regard to the incident Involving Ms. Proctor whose actions were considered radst by some, one of the problems that society has Is the tendency to lump three different words together thinking they all mean the same thing and they don't. They are racism, discrimination and bias or bmensidvity. He stated that Ms. Proctor's actions may not have been necessarily one of the three named but some action still has to be taken. Commissioner Green stated that the question has been asked mWhy don't people bring things to the Commission regarding racism or discrimination" and the reason they dont is because no one knows what the definition and difference is between the words and a distinction needs to be Commissioner Buranda wanted to know what role the Commission can play In educating the Commission regarding the concerns that Commission Green cited. Chair Cervantes noted that the Commission's Mission SwCernent states the Commission Is responsible for looking at any Issues relative to one having free access to the community and education Is one of the primary areas that define access. Cornmisskxw Buranda stated that although some teachers were offended by Ms. Proctors actions and the Sdhiod Board's decision to dismiss/disregard the allegations as racist, she feels It Is Important for the Commission to pursue what the discontent of the matter was by some teachers/Individuals. Mr. Molinary stated that the words racism and discrimination are explosive and they carry a lot of connotation In peoples minds and hearts as to their meaning and the definitions have to be looked at The US Department of Education and the Illinois Board of Education deals with discriminatory aspects in terms of their codes and regulations; they both deal seriously with allegations of discrimination. He stated that even bcal sdad boards, depending on who they are, may have their own definition within their codes of what discrimination is which gets into legal discrimination. Also there Is unlawful or illegal discrimination versus offensive thoughts versus bias thoughts, which deals with first amendment rights. He stated that these are things that should be considered by the Commission before they get involved In this matter and what their role is relative to the area of racism/discrimination, if structures already exist in the setting of education. Chair Cervantes stated that as Mr. Molinary has expressed/suggested, the Commission needs to think about where or if they want to get involved in the issue of education and at what point can they be the most effctive so as not to loose credibility in the community. Mr. Molinary suggested that the Commission contact the liaison of the sdwol regarding the Proctor Incidentto find out who addresses the Issues of discrimination or contact the principal. Chair Cervantes stated that he and Commissioner Hagemann will discuss this matter further and report their decision to the Commission fates W. Crum stated that this Issue is being addressed by the School District but the argument now is whether It Is was addressed property. He believes and hope the Commission is on the alert for Issues that are not being addressed. He recently reviewed the high school's annual report and one of his concerns as a citizen and pvfessionaf, is the achievement gap. He stated that Alan Alson was on a national committee and the Commission might consider inviting him to one of Its meeting to get some update as to what has been learned as part of the national conference. 3. Community Issues Chair Cervantes stated that since Vice -Chair lane was not present there would not be a report. He stated HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 4 of I I that his e-mail that he sent to the Commissioners which will be discussed later in the meeting is at the heart of community issues. V. DISCUSSION ITEMS A. Summary of New State Motor Vehicle Stop Law Chair Cervantes stated that as of January i, 2004, several new state laws have been implemented and some are things the Commission should be aware. He referred to a letter that former Commissioner Leonard Stein wrote to time Editor of the Evanston Review where here referenced profiling. He asked Mr. Malinary to bring the Commission up to date regarding the new law. Mr. Moiinary stated that he spoke with Deputy Chief Nilsson of the Evanston police Department, the lead person regarding this matter, who indicated that all of the Police Officers have been undergoing training regarding profiling because they knew it was coming for six months, since it was passed in the summer and wouid be effective In January. Deputy Chief Nilsson stated that he has been working with the Illinois Department of Transportation (IDOT) to determine what they want and is It enough to satisfy the law. Apparently forms have been compiled and sent out which will be used to record the race/ethnidty of each person who is stopped by the police. IDOT apparently wants each Officer to provide Information for the seven or eight questions that are asked when an individual are stopped. This Is a state law rather than a federal stahue. An Officer will have to report why an individual has been stropped If he/she is going to be arrested and why there is probable cause that led to reasonable cause that a crime has been committed. IDOT is suppose to report this Information to the legislature. Mr. Crum stated that the new mandate in the state laws which applies to all jurisdictions in the state of Illinois, gave no specific instructions or directions, designated IDOT as time agency who hired consultants to designed the questions to elicit the data, and the police departments have actually created their own forms because no one else could do so. The fonms have been created all over the state and the police chiefs are trying to arrive at a form and the IDOT agency has come forward and added some things that are different from those that are required by state law. The basic rule is that every stop that could possibly result In a c tion must be recorded with this data; on the other hand it Is the judgment of the Officer to determine the person's ethnic background or race, etc., people cannot be forced to give that information. He stated that the information will be turned In ever so often to IDOT and by January 1, 2005, time Information will be public. He stated that the police department is very unenthusiastic about gathering this data because It causing all kinds of problems from interpretation which will vary from their own procedures. Results are going to show the every time a drug area is targeted in Evanston, it will reflect a preponderance of African American or Hispanic mates and that data will show a proportion a number of stops over and above the population of the eonwnuntty. Other communities are trying have the same concerns and they wish to show that the data is proportionate to the traffic Row population through their community and not the resident population. Mr. Crum stated the police department Is not opposed to making sure its officers are not engaging In racial pro[iling and If the Commission has concems regarding the new law perhaps they should Invite Chief Kaminisid or Deputy Chief Nilsson to a meeting to respond to diem. Chair Cervantes stated that Mr. Stein's letter also mentioned the problem of economic equality which he (Chair Cervantes) has presented to the Commission In the past and has always felt this is an issue that he wisfi the Commission could Investigate in greater detail in Evanston. He asked the Commissioners to determine whether they want to address this Issue sometime In the future. He stated that he would like to see a report developed regarding economic equality In Evanston that would give the Commission some Issuess to address. Chair Cervantes stated that Ms. Haynes gave the Commissioners a copy of a report that came from the City of Chicago that had some details regarding economic equality In time city. He stated that this report was developed from a grant and ask If anyone know someone or an agency that does grant writing in -s� HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 5 of I I Evanston. Mr. Crum stated that the City of Evanston government has a computer generated Geographic Information System (GIS) that can take any current census data, map it out and show where these pockets are according to Income level. B. Summary of Housing Options Issue Chair Cervantes stated that this issue was brought forth by Alderman Rainey at a Human Service Committee meeting some time ago and he has no Idea what happened to It. He recalls that Alderman Rainey and several people in the community felt that Housing Options was providing housing for the mentally disabled and assigning these Individuals to homes without supervision. Chair Cervantes stated that he would eventually like to received from staff a review of the issue so that the Commissioners will understand what the housing law says and what Housing Options was bringing forward. He would like to determine If the housing law is still appropriate In Evanston; are there changes the Commission would like to recommend; and/or Is Housing Options doing exactly what good access should do? Mr. Molinary stated that the Federal Fair Housing Law with all of its rules and regulations, covers unlawful discrimination in housing because of ones' disability. The latest amendments to the law in 1990 included handicapped which is now termed as disabled, includes mentally and physically disabled Individuals; it also includes those who are perceived to be mentally and physically disabled. The Federal Rehab Act was the mother of the Americans with Disability Act (ADA) which has been in effect since 1973. Mr. Mollninary believes that most people with mental disabilities will dearly be covered under the disability laws and If this Is true, then those laws pertain to everything within Housing Options' jurisdictional base. He stated that the Cornmission has no choice but to enforce these laws because the existing state, county and federal laws cannot be obsbixted by city ordinance. Chair Cervantes wanted to know if Housing Options is following the law the way they should and what oversight is given to them? Mr. Crum stated that generally Housing Options is an excellent organization who knows the law. Although Housing Options Is an Independent organization, they are subject to all the laws which the city has no cor trd over. He stated they have a separate board, an audit committee and they receive federal grant monies. Mr. Cr m stated that the Commisslon should consider inviting someone from that organization to attend a meeting to respond to questions and concerns. The issue arose because the neighbors were saying that providing housing for the mentally III violated the city's zoning code. Mr. Moilnary stated that If this matter is pursued, the neighbors would have to prove, with relevant and credible evidence, that there Is Immediate and Imminent danger to one's self or others, or that Housing Options Is brewing the reasonably established occupancy or blood familial codes. If these facts are proven then these individuals could not be covered or qualified as disabled persons under the law. VL NEW BUSINESS A. Hecky Powell issue - Suggested Changes In Commission By-laws Chair Cervantes stated that he received a phone call from Mr. Powell several weeks ago who said he had not gotten the full apology that he felt was necessary from the Commission, because he was not invited to the Special Commission Meeting that took place to address what some people considered racial comments that he made at a school board meeting. He stated that he and Ms. Haynes each wrote a letter of apology to Mr. Powell. He expressed In his letter that the Commission had a tangential kind of responsibility forstaff and he was Including that as part of his apology from the Commission, however, that statement prompted a discussion between Mayor Morton and Mr. Crum, who Informed him that he had exceed his authority In HUMAN RELATIONS COMMISSION MINUTES January 25, 2D04 Page 6ofII making the statement Chair Cervantes Informed them that the Commission By-laws specifically state that the duties of the Executive Committee shall be responsible for management of Commission staff including an annual evaluation of the Executive Director. Mr. Crum informed Chair Cervantes that the city law has precedence over the current language in the Commission's By -lays, Chair Cervantes stated that he was going to give the Commission some new language that Mr. Crum had agreed to assist him in preparing but they did not have an opportunity to meet prior to the meeting. He stated that he will have some proposed language for item 3 under `Duties of The Executive Committee" In the By-laws which will be discussed at the February meeting. He stated that his language will be somewhat of a model that Is derived from the library Board's By-laws; the language will also state that the Commission will conduct an evaluation of the Executive Director yearly which will be given to the City Manager. In summary, Mr. Crum stated that under the city's form of government, all 80 employees are under his supervisilm, however, marry of them work directly with a board or commission and he expects staff to be responsive to their needs and if they are not, he wants to know about It A board or commission does not have hiring, firing or disciplinary authority over staff. He stated that the Commission's By -taws pre -date any current city law. B. Issues Cited In Chair's E-mail, including: Chair Cervantes stated that since he is not going to be the Chair much longer he felt It was Important that whatever observations he has made In an attempt to move the Commission forward, It was his duty to share this Information with them. Following are some of his thoughts/observations/concerns: •The Commission should update its organization in terms of how it functions which can be done by determining how Information Is obtained, how It is processed and organized. Currently there Is no solid Information to determine what is happening In the community and the Inability to obtain this Information is not a problem but rather a symptom of a problem; •Time Commission has a flawed assumption that It does one thing and staff does another. The number one timing that the Commission does 1s set policy and direction for the staff and work through Ms. Haynes resources wise, etc., to see what can be done by utilizing staff and In a limited kind of way, how the Commissioners can be involved In the achievement of some of those policy issues. In order to set things In ration there needs to be good solid Information and research In order to determine what and why the Commission is doing It and using data as means of tracking. He stated that a solid data base can yield Incredible results in several ways that are useful to the Commission and staff. He spoke briefly about the Importance of the Commissioners identifying and establishing a relationship with a contact person within a group/organization to work with educational sessions. He stated that Mr. Crum believes someone from the city's CIS ca put a data base In place that will serve the Commission's purpose. Ms. Thrower Informed Chair Cervantes that the department has a data base already in place that contains groups organizations and faith based agencies with a contact person. Chair Cervantes stated that perhaps the data that already exist In the department may be adequate for what he has In mind; he thinks the Commission's focus should be on organizations rather than Individuals Muse organizations are in touch with the community and imow what their needs/concems are; he believes that no one individual on the Commission has the connection to every part of the community. Mr. Molinary stated that it seems to him that without a dear focus as to how to use the Information Is not helpful unless It is being funneled towards a decisive action, otherwise the Commission will be spinning its wheels. Chair Cervantes stated that the Commission's mission Is to know what their objectives are relative to the community's needs because he does not believe it does at this time; he wants to use the data at a later date to set goal and objectives that are customer based and not Commission based. HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 7ofII Commissioner Buranda stated that based on Chair Cervantes' comments, she thinks the Commission needs to define its role; because gathering information and not knowing what they are using it for Is futile. Chair Cervantes agreed that it may be time for the Commission to examine its mission and perhaps starting over again is not a bad Idea so there Is no preconceived notions regarding their role which has to come from first understanding the consumer. Commissioner Ruffolo stated that a company has come up with a product or service first Chair Chair Cervantes disagreed stating that the new approach In organizations Is customer driven; you satisfy your customer needs; you don't do what you are good at; you don't do what you want to do; you do what your customer suggests to satisfy their needs. He stated that the Commission has to stop operating the way It has been since 1958 and try a new approach. He stated that what staff does very well such as mediation and other things, no longer have a place in the market place. The Commission will still focus on profiling, education and the traditional things but they need to be viewed in a different way. Commissioner Buranda stated that it appears to her that Chair Cervanbes'suggestions as presented, would be the secondary process after the Commission defines who they are, why are they here and find out who is out dwre. Commissioner Green stated that perhaps one of the reasons that people do not bring their Issues/concerns to the Commission is because it does not have a definition of who they are and If people do not know who the Commission is, then no one will reach out to them. He stated that there are several ways of making people aware of the Commission and one is through general communication; he stated that the number one credlbility marketing tool is word of mouth. Chair Cervantes stated that it Is Important to have an organized means of letting groups know who the Commission is, what trey do and providing education in a much more organized way so that they will reach more people in a shorter amount of time. He stated that he Is not suggesting that the word of mouth soliciting stop but stop relying on It. He stated that the Commission has had a number of staff retreats but nothing has been achieved from them. Commissioner Ruffolo stated that using the tactics that Chair Cervantes presented can be utilized but the Commission has a basic Identity that has to be communicated to the community that is fluid and changeable enough so that during the process of building relationships the Commission Is asked to do other things, it has to decide whether the request can be incorporated into its Identity. He stated that upon reviewing some of the Commission's past minutes, one of the issues appears to be that the Human Services Committee (HSG) seems to have an idea of who the Commission is and what it should do however, the Commission has a different idea of who they are and what they should do and the two opinions do not jibe. If the Commission is not on the same page with the HSC and the City Council, how effective Is the Commission going to be in anything that It does. Commissioner Hagemann stated that she was given an original booklet that was originally sent out to agencies to start human relations commissions. The document provides detailed Information that she feels would mist the Commission enormously; it defines parameters and reasons. She asked Ms. Thrower if she could try to find the booklet Commissioner Ruffolo stated that as a new Commissioner it Is unfair to assume that he knows what the Commission does, how It Is done and how It has been done In the past. He stated that it is obvious that the Commission is In a phase of transition — people are leaving and a rebuilding process is trying to take place. He stated that for himself and other new Commissioners, It would make sense to rethink what might be obvious for Chair Cervantes, what Is it that the Commission does and to be as spedfic as possible in defining HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 8 of 11 what Is its role. He stated that he has read the By-laws and although Chair Cervantes and Ms. Haynes explained to him In a meeting and in an Informal way what the Commission does, there still seems to be some question as to what it does and there Is no consensus within the Commission as to what it should be about. He stated that it would be helpful to him to reach some consensus and starting from a point where everyone Is in agreement Chair Cervantes stated that he did not have any objection to Commissioner Ruffolo suggestions and retreats have taken place for the specific purpose of addressing all the concerns that have been expressed however, nothing has happened. He stated that a retreat took place Last year and it appears that another one should. He staged that he is not concerned about the Commissioners developing a definition but he Is looking ahead for implementation with regard to what the Commission needs to do to make that effort produce something worthwhile. Commissioner Ruffolo stated that perhaps the Commission could have another retreat and did not see it as being exclusive of the Issues addressed. Chair Cervantes stated that the Commissioners who preceded the newly appointed members were committed to getting something done. There has been an unbelievable turnover In Commissioners because after the retreats took place nothing happened because there was no model for implementation and frustration set In. Commissioner Green stated that he did not have any objections to what has been proposed by Chair Cervantes or the Comments made by Commissioners Ruffolo and Buranda. He stated that he felt so much despair In Chair Cervantes e-mail, as It should have been, because he was questioning what is the Commission doing. Commissioner Green reiterated that they define themselves completely which Is very obvious If the Chair is asking what are we doing. Commissioner Ruffolo stated that if the past retreats have left people frustrated as reasons for them leaving, then they have been incomplete and perhaps there could be a process Implemented that is more effective for them to achieve their goals. Chair Cervantes reiterated his position that what the Commission does is dependent to a great extent on what its customers want and what the Commission see their role as; that the Ideas expressed regarding the Commission defining what they do and then deciding how they are going to accomplish this Is a bask error. The Commissioners disagreed with him. Commissioner Green stated that to him Chair Cervantes is making an assumption that if the team cannot make the system run maybe something is wrong. He stated that maybe there was nothing wrong with the system but something was wrong about how the team executed the system; the team could have been an all star team but for some reason there was no connection between each other. Chair Cervantes stated that organizations run well because there is a system; they work together to make good things happen. He stated that the Commission has no information system; whatever information staff has, they have never been shared It with the Commission. The Commissioners have no idea how their system works or what Is In their database. Commissioner Green stated that he Is not opposed to a database system being developed. There was agreement amongst the Commissioners (excluding Chair Cervantes), that if they conduct a research and several requests are presented to the Commission and a query takes place to determine what Issues will be addressed and there are no parameters in place, the Commission have to be able to narrow the field to determine what Issues they are going to address. Commissioner Buranda stated that since there Is a data base that is readily available, why not define who the HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 9 of 11 Commission Is and then map out an action plan. Chair Cervantes stated that this is what has been done before and he thinks It should be done again to the Commissioners satisfaction however, his only concern Is that tfhey will look ahead to what has been something hopefully that the Commission has learned In the past four or five years. He stated that as Chair he is trying to relate to the Commissioners something that has not worked In the past so that they can view what has not worked and to see if there is a better way of handling the issues they have talked about. He stated that he is bias and that presenting credible research information to the community and getting good data back is the best way to find out what is going on In the community. He stated that asking people is a good thing and that should continue but no researcher would every consider it valid Information to act on. Commissioner Buranda asked how do they prioritize the Information? Commissioner Ruffolo stated that a systematic research and the person to person contact could be conducted `bo build a relationship and they do not have to match. Research Information is provide from different sources that Indicates what was found on a face to face basis and from a survey to get the Information Chair Cervantes has eluded to. He stated that the Commission needs to gather information from as many sources and different ways as possible and sift through It. Commissioner Green stated that his perception of a viable system that works for him Is based on his coaching experience. He described it In the following manner: (I)you set up the system and how It will handled; (2) you know the plays your players will run based on their attributes; (3) different teams are played each week; and (4) from this system you choose plays and players so that the offense/defense Is able to compete with the odw teams. You never change your system but select different plays or players out of it because of Its flexibility. Commissioners Green stated that he was talking about theory which is based on how to set up a system that Is flexible; Chair Cervantes stated he did not want to deal with theory; he wants to deal with a practical way of getting data. Commissioner Green stated that before the Commission can Implement any information there is going to be some theory Involved. Chair Cervantes stated that he has suggested what he knows In terms of the way Information Is gathered and this Is not theory because organizations cannot function on theory because It has not been proven yet; it only forms a model that we can deal with. Commissioner Green commented that If everything in America was based on one set of facts and nothing changed where would it be. Commissioner Ruffolo stated that Commissioner Green is using the analogy that is currently fadng the constitution which Is the framework of America and if there was no constitution then the govemment would change direction from administration to administration. Chair Cervantes stated that he was open to additional suggestions and asked the Commissioners to process the information the way they think is appropriate because he is just one vote. He stated that he presented what he thinks and obviously it has not rested well with the other Commissioners and he apologized. Commissioner Ruffolo suggested that the Commission begin developing the questions that they want to ask community groups and the contact persons to be Identified, to find out what are the needs and Issues In their organizations and in the community as a whole and what are they seeking from the Human Relations Commission. Chair Cervantes re emphasized that the Commissioners should establish relationships with groups by listening and giving them a brief overview of the Commission without making any promises. He was hoping that before the Commissioners begin attending other meetings some type of information sharing could be done by maA with other groups. Commissioner Buranda stated that bringing the Commission together Is going to take more time and asked how does it proceed as a cohesive group/body that Is part of the city government? HUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 10 of I I Chair Cervantes stated that he is opposed to getting someone else's permission to do what the Commission thinks needs to be done. He is willing to go before the City Council regarding the Human Services Committee's attempt to restrict the Human Relations Commission's movement because it operates Indeperx1ently. He stated that the Commission reports to the Mayor only by working through the Human Services Committee, however the Commission wants to have a good working relationship with them. Rnally Chair Cervantes stated that what he heard from the other Commissioners is that they would like the opportunity (which he believes they deserve), to determine how they perceive their role as Commissioners because odw Commissioners have had the same opportunity and also to see if any past experiences might have some appropriateness for them In the future. He apologized and stated that he should have thought of these corx2rns and did not realize there are some mayor barriers that they will have to encounter. Commissioner Hagemann stated that she thinks the retreat should happen right away even though there are two vacancies. C. Special Meeting Schedule Chair Cervantes proposed that a special meeting take place which will Include but limited to: (1) The Commissioners will discus what they believe their role with the Executive Director will be. He thinks they should know what has happened in the past and wanted to share that Information which would take place In a Special Ewc utive Session. He was going to share what past Boards have done but though maybe they should not be restricted by their actions. Commissioner Ruffolo stated that he thinks a little history Is good as well as what has and has not worked; he would like to know that; he would like the Commission to make changes where they are required. amIr Cervantes suggested a retreat prior to the February meeting. He suggested that the Commission proceed looking Into the Information system. Also at the retreat, staff could provide additional Information regarding the data base by bringing the computer to the meeting so that they Commissioners could see what's in the data base and how it works. The retreat could begin with (1) an Executive Session to address personnel issues; (2) developing what their perceptions are of what the Commission's role Is and what are Its boundaries, etc., which is the primary purpose of retreat, continue with a review of history (provide documents that have been produced in the past), (3) determine whatthe current Information system have available for the Commission; can they utilize It or not?; have someone from IS give an assessment of their perceptions of what other kinds of data bases do and If the one staff have will work; and (4) Chair Cervantes will provide some history of what has happened with the Commission in the past. The nest of the day could be spent doing what the Commissioners suggested earlier in the meeting, i.e., discussing information they would like to see generated that would support identified goals, etc., that could be used as a launching pad. Chair Cervantes stated that his suggesting a retreat does not require a motion because as Chair he has the to make this decision. He stated that there are certain things that the chair has the authority to do and this fails under that category. After a brief discussion It was determined that the retreat will take place on Sunday, February 22"d. Commissioner Hagemann stated that she will check with her church to see if the retreat can take place there. Chair Cervantes stated that it is Important for Ms. Haynes to beat the retreat. It was undetermined whether staff would be able to attend the retreat. Chair Cervantes will check with Vice -Chair Lane and Commissioner Higgins Wolpoff to see If the date agreed upon is withln their schedule. It was also agreed that a follow up meeting after the retreat will take place if all of the Issues are not addressed at the retreat Commissioner Green stated that if the retreat takes place on February 22"d another meeting should be planned that would Include staff because they bring too much to the table for them not to be included. Chair Cervantes suggested that perhaps there could be regular retreats every quarter and a review session could take place. RUMAN RELATIONS COMMISSION MINUTES January 25, 2004 Page 11 of I 1 After further discussion it was decided that Commissioner Buranda would check with the YWCA to see if the retreat could take place there from 1:00 to 6:00 p.m. Chair Cervantes stated that he would also check with the Dean Francis at First Methodist Church to see if that church Is available in case some of the other places mentioned are not available. VIL OLD BUSINESS A. Uganda Group Chair Cervantes stated that Vice -Chair Lane was going to bring the Commission up to date regarding the Children of Uganda dancers but she did not tell him what was happening so he was unable to provide any Information. A. B zezinski Complaint Chair Cervantes stated that after the December meeting, he called and visited Mr. Gum and explained to him that the Commission was very upset regarding the Brzezinsid complaint and asked him if he would assist in the matter. The next time he talked to Mr. Gum he was Informed that the issue had been or was being taken care of. Chair Cervantes asked Mr. Molinary if the department had received the subpoena from the Legal Department? Mr. Molinary stated he was not aware of such because the Legal Department usually direct their communication to Ms. Haynes. Chair Certantes stated that he would follow up on this matter with Mr. Gum. Mr. Mollnary suggested that regarding the previous discussion about time Commission defining Itself, etc., they might want to establish issues that they will not get Involved in because there may be a point in light of all the other factors that limits what the Commission can do. There are other organizations doing things that the Commission/staff can refer people. Commissioner Hagemann stated that the Commission is suppose to elect a new Chair at the March meeting. She Is the chair and only person on the Nominating Committee and would appreciate It If someone else could be appointed to assist with the nomination process. Chair Cervantes stated at the December 2003 meeting he would assign someone to assist her with the process. Chair Cervantes asked Commissioner Buranda If she would work with Commissioner Hagemann tDwards this effort Commissioner Buranda stated that she would. There being no further business, Chair Cervantes adjourned the meeting without any objections at 11:05 p.m. Avlf Respectfully submitted by f Se�o�tary Date: Dori y Thrower v EVANSTON HUMAN RELATIONS COMMISSION 2100 RIDGE AVENUE, EVANSTON, IL. 60201 MINUTES Wednesday, February 25, 2004 7:00 P.M. - Room 2402 �pPROVED COMMISSIONERS PRESENT: Michael Cervantes -Chair; Mavis Hagernann; Schona Buranda; Michael Green and Larry Ruffolo COMMISSIONERS EXCUSED: Patricia Lane -Vice Chair ffAff PRESENT- Dorothy Thrower STAFF MSEIZ Paula A. Haynes VISFPORS/GUESTS; Roger Crum -(sty Manager and Betsy Forgash ChaIr Cervantes ar/!ed tfae me►edng to order at 710 pm. I. DECLARATION OF QUORUM Chair Cervantes declared a quorum was present II. INTRODUCTION OF GUESTS AND VISITORS A. Citizen Comment Chair Cervantes welcomed Mr. Crum to the meeting. Mr. Crum stated that the City Council at its last meeting made reference to the Human Relations Commission Including landlords and tenants to Its membership. This request will be reviewed under the same corrslderation as the Housing Commission who adjusted their membership. This reference W11 be forwarded to the Human Services Committee for future disk: nsion. He is not sure whether this should apply to the Human Relations Commission but asked the members to think about it. Chair Cervantes stated that such a request always runs Into the idealistic versus the reality because ideallstically, according to the current rules, the Human Relations Commissbn does not represent anyone; the Commission Is suppose to be a representative for Evanston. He stated that perhaps the new Chair will determine whether the matter should be placed on a future meeting agenda for dlscussion. Chair Cervantes requested that the Commissioners read a brief memo from Ms. Haynes wherein she referred W an article that was written by Peggy Tarr and appeared In the editorial section of the Roundta ft, The article outlined an incident that Ms. Tarr observed recently at a local grocery store that involved some action that took place between a White and Black Female. Ms. Thrower stated that Ms. Haynes was not asking the Commission to act on the matter but she wanted to bring It to thelr attention and re emphasize her position that this Incident proves all the more reason for the Commission to have a dty wide conference. IV. APPROVAL OF MINUTES — 3anuary 26, 2004 Chair Cervantes called for approval of the January 28th minutes, however, since the Commissioners did not have an appropriate amount of time to review the minutes prior to the meeting, he delayed approval of the minutes until the March 24t' meeting. V. ACTION ITEMS A. Presentation of Slane As Chair of the Nominating Committee, Conmissloner Hagernann presented the following state for 20D4 offkmrs: Commissioner* Buranda as Chair and Larry Ruffob as Vice -Chair for the Human Relations Commission. B. Nominations From The Floor Chair Cervantes called for nominations from the floor and there were none. HUMAN RELATIONS COMMISSION MINUTES February 25, 2004 Paqe 2 of 8 C. Election of Officers The staged nominees were unanimously approved. Chair Buranda and trice -Chair Ruffolo will be seated at the March 24'" meeting. Chair C vrantes stated that Vice -Chair Lane was unable to attend the meeting because she was in Florida. Mr. Crum stated that two appointees to the Commission will be confirmed at the next City Council meeting In Match and will be able to attend the March 2410 meeting. V. DISCUSSION MJ4S A. Retreat (hair Cervantes stated that he sent an e-maill to all of the Commissioners regarding the postponing of the retreat that had been scheduled for Fetxuary. He stated that Commissioner Ruffolo sent an e-mail to all of the Commissioners that contained some suggestions and concerns that he had regarding the retreat and suggested that It be postponed until a later date. Chair Cervantes stated that the e-mail had a lot of good thoughts In it but he had already indicated he had no interest in facilitating the retreat and agreed with the suggestion of getting a professional to conduct It. He stated that Ms. Haynes informed him Uwe are some Individuals who have acted in this capacity for the city before. Mr. Crum stated that he has made an Inquiry regarding an Indlvid+ual who facilitated a retreat for the Commission in the past but it would be up to the Commission to identity someone; he recormiended that they use a professional facilitator. Chair Cervantes stated that in the past the Chair and Vice - Chair put together a terrtative program that was presented to the Commissioners for their Input It was agreed that a date for the retreat could be re established after the new commissioners are seated to see what their schedules are and also to see if Ms. Haynes will return to work In April. Chair Cervantes stated that whenever the retreat takes place he would like to see more time spent on realistic implementation (which includes the availability of staff) rather than the generation of ideas which has occurred In past retreats. He encouraged everyone to arrive at the retreat having reviewed all of the ordinances, by-laws, etc, so that time does not have to be spent explaining or examining them. He also suggested that the Commissioners think about things they remember from past retreats they have attended that might be beneficial to the upcoming session. Commissioner Buranda wanted to know If this retreat has a facilitator, will it be a one time event and should the hours be extended to an all day event? She stated that the original retreat scheduled in February was going to take place from 1— 5 p.m. Chair Cervantes stated that following the retreat the Commissioners will have to decide whedw they want to have a six month, quarterly, etc., review of their achievements and felt they should not look at what has happened in the past. Comrnlss� Ruffolo stated that he believes follow-up to a retreat is very Important In order to re evaluate what has and should be done In a timely manner. Cormmissioner Green stated that he is committed to attending the retreat longer than the original time scheduled In order to get some things done that the Commission needs to do; he thinks the time of 1-- 5 p.m. Is not enough of a commitment. Chair Cervantes stated that he agreed with Commissioner Green. Commissioner Buranda proposed that the Commission continue this dialogue at the upcoming meetings until a consensus is readied. B. Amendment To Commission By -Laws Chair Cervantes stated at the January 2EP meeting that Mayor Morton and Mr. Gum encouraged the Commission to change AR7IQEL7—EkFW77VEDIREt:WR, .Serrbbn 3. Dugs, which has caused them some difficulty. He utilized the existing clause In a couple of ways recently which resulted In the Mayor and Mr. Gum addressing this matter with him and clarified that the current city law states that Ms. Haynes reports directly to the City Manager and not the Commission. He stated that the Commission has a couple ofoptions In addressing this matter. One Is to eliminate Item 3 from the By-laws and let the city law gov+em; the second option was to select some portion of the language that he developed and have the Commissioners review it and present their dedsions at the March meeting. As a means of clarification Chair Cervantes stated that Mr. Gum informed him that the first two paragraphs were probably appropriate but his additional comments were too detailed. Mr. Crum stated that the administrative procedures could be included in some sort of process that the Commission could adopt that would not HUMAN RELATIONS COMMISSION MINUTES February 25, 2D04 Paqe 3 of 8 presented was that the Commission could present any alterations or suggestions as to how they would like to see this matter be minding; the Chair and Vice -Chair could decide how they want to Implement the first two paragraphs. The third option he addressed. Commissioner Ruffolo asked Mr. Crum if it is standard procedure in the city for the executive committees of commissions to evaluate staff? Mr. Crum response was 'no". He stated that the only other entity within the city that evaluate staff is the Library Board because of its statutory power however, putting that aside, it Is not a bad idea to provide the City Manager with feedback In some manner each year. He would not call it a performance evaluation because that is the process he uses. Mr. Crum stated that Chair Cervantes and Vice -Chair Lane have visited with him a couple of times to discuss Commission matters and he has learned some things from those visits . Feedbadc is not bad but the question is how It Is memorialized Into a by-law, what Is done with It or what process is to be followed. Chair Cervantes stated that what he found to be very useful were the discussions he and Vice -Chair Lane had with Mr. Crum every few months to review progress, etc. With regard to the document that he developed, He requested that the Cbrnmissioners after reviewing it (to amend Item. 3 of the By-laws), to think carefully about the following: Any time there is an Executive Director who is doing his/her best tD respond to a group, the Commissioners deserve feedback from the Executive Director. He gave a brief overview of how the Library Board's evaluation of their Executive Director worked. Commissioner Buranda stated that If Chair Cervantes is suggesting that the Executive Director be evaluated on her performance because of the benefits of goal setting for future objectives, it sounds as thought there should be an evaluation of the entire Comrnisslon Instead of singling out the Executive Director. She stated that she is not sure what prompted the need for an evaluation or what benefit her performance would have or how it would Impact the Commission. Chair Cervantes stated that the Executive Director is charged with the responsibility of implementing policy that the Commission sets and he Is suggesting that they provide input Into Mr. Crum s evaluation of the Executive Director. He stated that he Is not sure that Ms. Haynes` evaluating the Commissioners Is In the spirit of what this Is all about: Mr. Crum stated that the Commissioners should discuss their evaluation with Ms. Haynes first so that everyone will understand whether things are going well or not and, so that it Is not a surprise to anyone. He stated that he Is less enthusiastic about making this a fomnal process considering the limited time that the Commission has but providing some feedback is very useful. It allows him to know that perhaps additional resources are required or that he needs W provide Ms. Haynes with some assistance or guidance to fulfill some tasks. He stated that how far the Commission goes is up to them other than the fact that they cannot directly hire or fire the Executive Director. Chair Cervantes staged that he hopes the Commissioners will read the material that he developed and consider what they think Is appropriate regarding this matter. He staged that if any of the Commissioners wanted to discuss this with him one on one he would be pleased to share with thhem why he believes this is critical however, he did not believe this disc isslon was appropriate for a pubic meeting. C. CIW Wide Conference Chair Cervantes that Ms. Haynes inforned him that some of the Commissioners were Interested In looking at the recommendations that she proposed but he did not see any reason to discuss them at this meeting. Commissioner Hagemann suggested that the recommendatkms become part of the retreat discussions. Chair Cervantes agreed with her but Indicated this would be up to the new Chair and Vice -Chair as to how they want to handle this. GQrnwdssioner Buranda stated that she found the proposal to be a timely tool to map the way towards the city wide conference and she has not heard of any feedback from any of the other Commissioners. She stated that she thinks the city wide cmM rence supports Chair Cervantes` proposal of having a data base and getting In touch with political, social and religious groups. Chair Cervantes stated that the Commission also has to think about the work Involved and what the staff is able to do. There was a brief discussion regarding the utiluabon of the data base that Is available to staff, what kind of Information It urrrently contains and what Informaiian will they need to accomplish their goals relative to oommunity issues. Chair Cervantes encouraged the new Chair and Vice -Chair to think about putting this Item on the March agenda for further lion. HUMAN RELATIONS COMMISSION MINUTES February ZS, 2004 Page 4 of 8 At thts/undure of the mewing Chair Cervantes adnowfedged a visitor who entered the meeting. The visimr int a dum d hersof as Betsy R rgash. She has been a reskent of Evanston for eighteen years and a tenant this past yhaar at 1323 Crain .S7ieet vie affiw led the mewing to present some issues to the Commission regarding her tenancy i. e., the pattern ofrepe at mboons and the lady of action on the part of the Human Reyations staff to assist her with these Issues She presented a fetter to the Ccavn&slon from Congresmvinan .S Aakowskys r>ftxe that was wrftten on her behalf. VL OLD BUSINESS A. Madeline Ducre's Complaint Chair Cervantes stated that he talked with Ms. Haynes regarding Ms. Ducre's complaint and feels she needs to talk with Chid Vamini W regarding the matter. He called Chief Kaminiski and asked him If the Commission could reahve additional infiorrrk-bon regarding the new "STOP" laws? Chief Kaminiski spoke with Ms. Thrower and Informed her that he would bring the Connnissioners up to date on the laws at the police station because the video and tapes are already In place there. Chair Cervantes will Inform Commissioner Buranda when the Chief calls to schedule a viewing and orientation of the "STOP" taws. B. 3ohn Brzezinski Complaint Chair Cervantes stated that he talked with Ms. Haynes and she Infomhed him that a subpoena sb11 has not been prepared from the Legal Department. Mr. Crum stated that the legal Department lnfom�ed him that they Issued the subpoena a couple of weeks ago and he did not have any additional Information. He stated that they admitted it was their error because the iifomnatfon was buried In the wrong file. C. V. Proctor Update Chair Cervantes stated that he and Gommissiortier Hagemann had an update on the V. Proctor Issue. He stated that he talked with Bob Kerough, President of the Teachers' Union and documented what he was told. Commissioner Hagemann talked with Bennett Johnson (former President of the NAACP). Chair Cervantes stated that Mr. Kerough infonned him that the union Is pursuing contradual issues in the Proctor matter, based on contract language and that any Issues of race are not part of the three grievances that have been filed. What happened to Ms. Proctor is not a demotion; she has been transferred to a afferent sd d with the same salary and benefits. Chair Cervantes read a summary of Mr. Kerough's incident. Within that summary there was mention of a skeleton that has been housed In the closet of the teachers' lounge for fifteen years or so that had a Wiictrad Jordan shirt on it; it was not dressed as a racial display. Mr. Kerough did not know how dw shirt got on the skeleton nor did anyone else. Commissioner Buranda stated that she Is at the school every day where Ms. Proctor was transferred from and she never saw the jersey on the skeleton. Continuing to read his summary of remarks, Chair Cervantes stated that Mr. Kemugh thought the skeleton was used as an art display at the Noyes Cultural Art Center sometime in the past but he was not sure: Three teachers which Included Ms. Proctor, desired to make a statement about the "No Child Left Behind" law and used tine skeleton to display their comments. Mr. Kerough stated that the reason the jersey was used is because nothing can be pinned to a plastic skeleton; the numbers on the jersey were completely covered; the display was only visible In the teachers' area and not In front of students; the jersey could hardly be seen because of all the displays that c vered IL Mr. Kemugh stated that the display did upset several Black teacthers who confronted the three teachers who were responsible for the skeleton display; the teachers apologized Immediately and took the display down. Mr. Kerough Indicated that since the occurrence of that Incident, he feels very strongly that the issue within the sdhool has subsided and there does not seem to be any remaining clifficx4ties. However, the administration chose to remove Ms. Proctor and not the other teachers involved. He stated that Ms. Proctor has been an outspoken teacher with very high standards for students — both Blade and White and she has not had any racial hhddents except disagreements with parents who disagreed with the standards that she sets for her students. The administration stated that the Issue affected the culture of the school. Mr. Kerough stated that if race was really an issue why would the school board move Ms. Proctor to a sdhool where there are even more students of race? He stated there is a small grump of teachers who are part of a Black Caucus; they are not part of the union. Chair Cervantes stated that he asked Mr. Kerough if there are procedures in place to address race issues. Mr. Kerough responded "yes* and stated that In the past the unon has appealed these matters but this was not brought to the union's attention by the Black Caucus; the Black Caucus rrnerr>lhershlp Is not readily available so there was no way of telling who its members are. However, the Black Caucus appanentiy agreed with the adminishation's move. Mr. Kerough stated that he believes the Incident was a mistake on the part of the HUMAN RELATIONS COMMISSION MINtlTFS February 25, 2004 Page 5 of 8 teachers and It was not a racial Insult. Of the three grievances, one is in arbitration and will be heard some time soon; the other two will be heard In March. ConxnEsslorwer Hagemann stated that she was curious as to why there was an accusation of racism. Her understanding was that Me signs on the skeleton were used to make fun of the Texas tests which are being made fun of by many people. She stated that she saw no racism objecting to the test because almost every teacher In the United States objects to ft. After speaking to Bennett 3ohnson she came to the conclusion that she and many of her friends come from a different place than anyone who has ever experienced prejudice. If someone has not experienced prejudice they cannot zero in on what happened to someone who is Blade, 3ewish or etc. Commissioner Hagemann stated that she knew 23 was Michael 3ordan's Jersey number and it wadd not have even occurred to her to associate racism with the Inxadent because she does not have any reason to think that way. She stated that the Black Teachers were objecting to the signs because they saw them as being racist and they must gave had some background Infomnation or feelings regarding previous issues involving Ms. Victor and, they must have heard from other indivlduaLs who interpreted the incident as a foam of racism. She stated that this it Is a great issue for the Commission io be mnoerrred about and it ties in with Ms. Haynes suggestion as one of the reasons for having the city wide conference. She stated that It Is essential for everyone to know that different things are Interpreted by different groups and in different way and we all have to be careful not to alienate anyone Intentionally. Corsrrnner Green asked if anyone knew what point the teachers were making by putting the jersey on the skeleton? Chair Cervantes stated that Mr. Keough said the jersey had been on the skeleton for the past 15 years. Commissioner Buranda stated thhat she enters this particular closet every week and always saw the skeleton and the jersey but it was never on the skeleton. Chair Cervantes stated that some clarification needs to be made regarding the placement of the jersey which will make a big difference in the facts regarding the matter. Commissioner Hagemann stated that the skeleton was used to depkt a child from Texas who was a product of the TASK which is the Texas Instrument. Commissioner Buranda stated that she thinks the "No Child Left Behind" law Is a good concept because there needs to be accountability, however, the way it has been instituted in the educational system Is a very oompiex way because the same standards cannot be reached for every child from diverse backgrounds; there may be children who have leaning disabilities or other socio ewnomIc problems. There are so many ways that Oft law force teachers to account for why chlidren are not passing their grades. She stated that she has some background kdvrrnation on Ms. Proctor's other existing contentions in the school which is a much divided setting. She has talked to several teachers, the vice-principal and principal who are also very divided even though Ms. Proctor is a good teacher and very out spoken. Commissioner Buranda stated that the fact of the matter is that there has been a history of racial contentions with parents or amongst other teadxws; the vine -principal and principal Indicated there have been some problems with subordination. Convnissioner Green asked when we talk about the "No Child heft Behind" law, who are we talking about? The whole context of that question seems to Indicate that we do not want to leave the under privileged Blade children behind. when a famous persam's image is taken from the Blade c rnmunity and notes are pinned to his jersey, the teachers were not being sensitive to dxw Individuals who were offended by the act. He stated that the teachers have to be responsible for their actions because OW are placed in an environment where it is their job to be sensitive to the children they are teaching and others around them. Commissioner Buranda stated that even if she did not know Ms. Proctor she would view her comments as discriminatory. The Commissioners decided that they would not address this matter any further but the incident does prove the Commission needs to begin educating people regarding the various cultures and find solutions that will bring them together to make the community a better place to live. Chair Cervantes did indicate that he would follow up with Mr. Kerough regarding the jersey being placed on the skeleton because Commissioner Buranda reported something different Chair Cervantes requested that Ms. Forgash present her information to the Commission that she referred to when she initially entered the meeting. Mks. Forgash stated she attended the meeting because of the ongoing concerns regarding her tenancy and It berme nemmary for her to contact Congresswoman San Sxlnakowsky's office to have someone contact her and who seemed concerned about her Issues. She stated that she never had an opportunity to meet with Ms. Haynes regarding her omcems as a tenant bemuse she HUMAN RELATIONS COMMISSION MINUTES February 25, 2004 Page 6 of 0 was out of the office. She was told that Mr. Molinary was the acting director of Human Relations; she has been trying to work with him since November, 2D03 to resolve the issues surrounding her tenancy. Chair Cervantes asked Ms. Forgash what happened In November, 2003 and did she submit an official complaint or see someone? Ms. Forgash stated that in November, 2003, she contacted Mr. Molinary and began a pattern of correspondence and formalized that with an eight page fax whereby she listed the very serious repeat RLTO violations by the landlord. Following are additional issues, concerns and allegations that are In no particular order as presented by Ms. Forgash: *Services were being denied; retaliatory behavior was constantly being displayed; and there was a tack of violation disclosure by the landlord. *Mr. Molinaro was given a copy of Ms. Forgash's lease when she initially met with him. During their conversation he made a phone call on her behalf to Inform the landlord that her apartment Is not to be entered into without proper noftation or without her being present when any kind of work was being done. Outside of that phone call, she has produced 22 pages of documentation of ordinance vkotations; Mr. Mofrnary referred her to Property Standards regarding the said violations. Chair Cervantes asked Ms. Forgash, after Mr. Molinary reviewed her information In November, 2003, when did he suggest that she contact Property Standards? Ms. Forgash stated that Mr. Mofinary's referral was made in November and a site visit was Conducted by Property Standards on December 16'"; there were approximately seven Individuals present Property Standards did not fellow up on everything as there are skill citations that have not been compiled with because there were no deadlines for compliance. She stated that the violations date back from the time that she signed the lease agreement. •Code violations odste+d when the lease was signed but Ms. Forgash was unaware of them because they were not disclosed by the landlord. •The lease died not meet the standards of the RLTO because it contained Information that was In conflict with the doarment. *In December W. Forgash provided Mr. Molinary with a seven page memorandum of the violations that she was constantly dealing with which affected her and her twin daughters' safety; as a divorced mother they are with her almost fifty percent of the time. There was a problem with a peeping torn and the landlord had turned off all the outdoor electricity; they were without water for three months and were forced to use the landlord's shower as opposed to having alternative housing. *The documentation was not only provided to Mr. Molinary but to Corporate Counsel and Property Standards. Upon reviewing the Information provided to the Commissioners, Corrvnissioner Green asked Ms. Forgash when did she receive the sixty day notice to vacate the premises? Ms. Forgash did not respond to the question (possibly because she was attempting to retrieve her reference book that contained all of her documentation). *Ms. Forgash stated that she has never neaeived anything In writing from Human Relations (Mr. Moilnary), acknowledging he had received her documents. •Ms. Forgash stated that she picked up several brochures from the office In order to understand what staff is suppose to do and she actually started to fell discriminated against because she has a friend who has become homeless and has allowed her to stay in her home for a few nights. She stated that when she learned from her friend how Human Relations had assisted her it was unbelievable because her situation was completely the oppose. Chair Cervantes asked Ms. Forgash what type of remedy was she seeking and did she want the landlord to Immediately fuc everything or vacate the unit? Ms. Forgash stated that she wants to vacate the unit due to the current conditions. She stated that she has suffered financial damages that she would like remedied because she Is unemployed. Previously she was employed at Northwestern as a Vice -President for eight years. She became disabled after her divorce which resulted in depressiorVamdety disorders and she was unable to work. She did not become able to work again for eighteen months due to past recovery from her break down. She requested that the Information regarding her disability be excluded from the record because she did not want it thud sed/disci sed. Ms. Thrower reminded Ms. Forgash ttrat since she wanted her presentation recorded, all of her comments would have to be included in the minutes. Chair Cervantes agreed with Ms. Thrower and stated that If W. Forgash Is alleging that her disability Is part and partial of the remedy that she is seeking, It Is material to the complaint and will have to HUMAN RELATIONS COMMISSION MINUTES February 25, 2004 Paqe 7 of 8 be discussed. Ms. Forgash agreed to allow her comments regarding her disability to remain as part of the record. She stated that the reason she mentioned her disability Is because her anxiety over the current situation with her landlord grew to such a level that it brought back a lot of the symptoms and she started shaking from head to toe; she Megan stutS:ering and had to suspend her job search. *Ms. Forgash wanted Mr. Molinary to acknowledge that there was a repeat pattern of violations that she gave him; she would like the Commission to also acknowledge that her Indications of violations are correct. *Ms. Forgash complaint went from human Relations to Corporate Counsel (Law Department) with the hope of getting some assistance. Commissioner Green asked Ms. Forgash if the violations began eleven months ago, when was the first time she k*xTned her landlord about them or put her concerns in writing? Ms. Forgash stated that she began a verbal discussion with her landlord in July, 2003; she never saw the RLTO because It was not attached to her lease. Chair Cervanbes asked Ms. Forgash since she wants the Commission to acknowledge her dalms, is there a financial issue at stake and is she behind in rent? Ms. Forgash stated that her rent for February, 2004 Is In arrears. *Mr. Molinary, an outside legal counsel and counsel at 3ewlssh Family Services told Ms. Forgash if she was worried about having enough money to move, becoming homeless, and getting another apartment, she should do not pay February's rent because she is throwing the money away; someone who has shown this pattern of treatment to a tenant is not going to rehurn her security deposit regardless of the condition she leaves the rental unit. She stated that her landlord went to India for approximately three and one half weeks and retumed on February 14t` . Upon his return she was served a ten days' notice on February le because her rent was due February V. Ms. Forgash stated that she has a complete wheduSe of when she paid rent for every month up until February. She stated that she did not have the money to pay her rent because it was increased in October, 2003 by forty percent and that is when she started getting really behind. Chair Cervantes asked Ms. Forgash If she had a one year lease how could the landlord Increase the rent? Ms. Forgash responded that the rent Increase was Incorporated as part of the initial lease agreement that she agreed to. The pease started at one thousand dollars for the first six months and then switched to fourteen hundred collars the last sbc months. She stated that she had to leave Evanston for a while for her recovery and upon her retum she made this agreement with the landlord because she thought she would have a job by the second sac months, however she was unsuccessful. Chair Cervantes Informed Ms. Forgash that First of all the only thing the Commission can do at this point Is to talk to Mr. Moliary regarding the matter and secondly, hopefully he (Mr. Molinary) will find out from Mr. Zlmbla (the landlord) how he view this matter. He stated that the Commission owes Ms. Forgash some kind of offhdal response regarding her issues. Ms. Forgash stated that Mr. Zimbia has sent his information to Mr. Molkiary however, Mr. Molinary will not return her phone calls. Chair Cervantes requested that Ms. Thrower tell Mr. Molinary to call him on Thursday, February 2e to discuss this matter. Ms. Thrower stated that Mayor Morton spoke with her several days ago and Informed her that Ms. Forgash had contacted her to discuss lssue mncems. The Mayor called staff and requested they re address Ms. Forgash's concerns to seed they could provide her with any further assistance. Mr. Molinary immediately contacted the Mayor to Inform her as to what was happening with Ms. Forgash's complaint and explained the efforts that he had made to assist her. Ms. Forgash stated that she has not heard from Mr. Molinary since she spoke with the Mayor. She stated that if she calls Mr. Molinary now, he tens staff to put her through to his voice mail. Ms. Thrower informed Ms. Forgash that the only time callers to the department are transferred to an employee's voice mail Is if that individual Is already on the phone or out of the office; it is not staffs practice to avoid speaking to any callers for any reason. She stated that the Executive Director, Mayor, City Manager or Commission would not condone such behavior. Ms. Forgash stated that she Is a very unsatisfied clientand would lore to have some type of mediation take place ro addn!ss her concerns. Chair Cervantes assured Ms. Forgash that he would discuss this matter with Mr. Molinary the following day. He informed HUMAN RELATIONS COMMISSION MINUTES February 25, 2004 Page 8 of 8 Commissioner Buranda that he would provide her with some feedback after speaking with Mr. Molinary. Commissioner Buranda asked Ms. Forgash did she specify to Mr. Molinary, exactly what she wanted him to put in the letter to her landlord? Ms. Forgash responded that she told Mr. Molinary she would like for him to review the fact sheet so that he could determine whether there was a repeat pact m of vkkbons; this wand allow her two months rent or damages and would ensure that she would not become homeless since she has to move by mid March. Ms. Forgash stated that she also addressed her concerns. to Alderman Bernstein who has done absolutely nothing. Commissioner Buranda stated that since Ms. Forgash had Indicated that she felt she was being discriminated against by the Human Relations Commission staff, she wanted to assi uae her that the Commission and staff Is ran politkal and non partisan. There being no further business, Chair Cervantes adjourned the meeting at 9:30 pm. 0 a b M: s' Thrower I EVANSTON HUMAN RELATIONS COMMISSION 2100 RIDGE AVENUE, EVANSTONr IL 60201 MINUTES Wednesday, March 24, 2004 7:00 P.M. - Room 2402 COMMISSIONERS PRESENT: STAFF PRESENT: VISITORSJGUESTS: Schona Buranda-Chair, Larry Ruffolo-Vice Chair; Michael Green, Mavis Hagemann; Patricia Lane and Michael Cervantes Roger Crum, Rafael Molinary Jay Terry, Vincent Jones Kristen Fifles Rowe (Commissioner select), Peggy Tarr, Mark Briggs Chair Bumnda called the meeting to order at 7.00AxL DECLARATION OF QUORUM Chair Bumnda declared a quorum was present U. INTRODUCTION OF NEW COMMISSIONERS Chair Bumnda stated that certain Commissioners were not in attendance and would be introduced at the April meeting. Ms. Fifles Rowe had been confirmed but had not been sworn in, so she would no be voting. III. INTRODUCTION OF GUESTS AND VISITORS Citizen Comment The following individuals introduced themselves: Vincent Jones is a new assistant to the City Manager. Mark Briggs owns a barber shop on Ridge and is employed at Evanston Township; he attended to meeting as an observer and to obtain some feedback; Peggy Tarr attended the meeting as a visitor. Chair Buranda recognized the attendance of Mr. Crum and Jay Terry who is the Interim Department Head for Human Relations during Ms. Haynes absence. Mr. Terry stated that for the last 14.5 years he has been Director of Health and Human Services for the City. He wears a number of hats: the City's Public Health Director, the Director of the Evanston Mental Health Board; Evanston's Commission on Aging. The City's Latino Ombudsman Program; Disability Advocacy Program and all of the City's contracted social services are also his responsibility. He is also the primary staff person to the City Council Human Services Committee. Chair Buranda welcomed Director Terry to the Commission. City Manager Roger Crum stated that Paula Haynes condition is slowly improving. He would like to get her back as soon as possible. HUMAN RELATIONS COMMISSION MINUTES Page 2 March 24, 2004 IV. APPROVAL OF MINUTES — January 26, 2004 and February 25, 2004 Chair Buranda called for approval of the January 26th and February 25, 2004 minutes. Commissioner Mavis Hagemann moves to accept the January 26.2004 minutes. The motion was approved. Commissioner Hagemann stated that on the February minutes needed some changes. Commissioner Hagemann stated that on Old Business "C", the word "accusation" should have been "acquisition". Commissioner Michael Cervantes stated that a change had to be made regarding the clarification of a statement. He indicated that the Commission's role is to develop policy and the staff role is to implement the policy. There were several other misspellings, which were corrected. At the April 28* meeting: Commissioner Lame requested that the Afarch 24* minutes are amended to include her inquiry regarding the information meetings prior to the retreat and the request for a list of community organizations for the Commissioners to review. Chair Buranda made it a point to recognize the contributions of Commissioner Michael Cervantes and Commissioner Patricia Lane. It has been a long tumultuous year, which has been exciting. We have enjoyed most of the tests and have had quite an experience together and growth. She wanted to thank them for their service. They have been a very hard working team. They have kept the Commissioners on their toes. Commissioner only hopes to build upon the previous contributions. Commissioner Lawrence Ruffolo stated that he recognized their leadership and service. He asked that the two would continue to share their wisdom with the group in the future. ACTION ITEMS A. Chair Buranda stated that she had a meeting with the Mayor regarding "proposed amendment to by-laws" and considering City Manager Roger Crum's e-mail on the subject, it is suggested that this item which should be disposed of Chair Burands asked the other Commissioners about their opinion considering this proposal given that the goals for this year are sufficient Commissioners always have the ability to go directly to Jay Terry or to Roger to report any inefficiency and discontent Trying to amend the by-laws to get this over sight over the Executive Director position on the Human Relations Commission is incorrect because no other executive director except for the library board has this type of oversight over their actions. Commissioner Patricia Lane stated that our by-laws do say that the Commission is to evaluate the executive director. And, Mr. Cnun clarified that any formal evaluation is done by his office. The by-laws must be amended. The by-laws clearly state what the acceptable Commission input is. Chair Buranda stated that the by-laws clearly state what the input is. Feedback is always, even without the by-laws; the City Manager is always open to any feedback about the executive director. Therefore, she did not want to single out current staff in this Commission when it is not done in other Commissions. After all we arejust volunteers and citizens. Commissioner Cervantes: stated that the Commission heeds to have a closed session to see the reasons why it is necessary to have a formalized recognition of the Commissiods responsibilities are and the responsibilities of the executive director. He would like an opportunity to share the reasons why he is proposing said proposal. He hopes the Commissions would want to hear the reasons behind this motion to amend the by-laws. HUMAN RELATIONS COMMISSION WNUTES Page 3 March 24, 2004 Commissioner Lane said that there would have to be a motion to move into executive session to discuss the reasons Commissioner Cervantes said that they were looking and operating under the by-laws assuming that said by-laws were proper. Subsequently the Mayor and Mr. Crum informed him that the by-law provision in question was inappropriate. Commissioner Cervantes moved to discuss this matter in executive session following the completion of all other business, it was seconded, and the motion was passed. VI. Discussion Items The Mayor's SYEP Job Fair Chair Buranda stated that the Summer Youth Employment Program - Job Fair - will take place on Saturday, April 24, 2004, at City Hall. She went on to state that the Commissioners know this is an important event which the Commission sponsors. The kids wait around the block waiting for the jobs. Paula is a major play; er in the events implementation. This year the City has added an incentive program, i.e., the 50150 program (a new program where the City pays 50 % of the summer employment youth's salary and the private sector employer pays the other 50% of his/her salary); flyers have already been mailed out to City of Evanston businesses asking them if they wanted to be part of the new program this summer. Commissioner Mavis Hagemann stated that she wants to meet with business in the private sector to encourage said businesses to participate in the new prom. Other Commissioners indicated that they are available to assist in this effort, as well. B. Volunteers for the Job Fair Saturday, April 24, 2004 Human Relations Commission staff member Rafael Molinary indicated that there is a vital need for volunteers to train the young kids during the job fair. Since this is the last commission meeting before the employment fair the commissioners wanted to know how they could participate in the fair. Director Jay Terry said that he would inform the Commissioners by April 15, 2004 about the staffing patterns/needs for the job fair. C. City-wide Conference Items 1-5 Chair Buranda spoke about the community wide conference package provided to the Commissioners earlier. The purpose of the proposed conference is the fostering of human relations among and between Evanston residents who represent numerous ethnic groups and races. Conference related issues include the funding for the program; the sponsors for the program; the identification of citywide conflicts and the proposed benefits of the conference to Evanston residents. The conference piggy -backs on the Commission's goals and its responsibility to pull people together amongst different ethnic groups, religious groups, ages, and disabilities HUMAN RELATIONS COMMISSION `I UTES Page 4 March 24, 2004 improving the quality of life for all of them. The conference will also improve on the moral structure of the community and will also demonstrate that this community is diverse vibrant and strong. She wants the conference to be educ.— venal. One of the goals of the conference should be enriching the culture and learning on how to deal with other race issues in the City. Commissioner Patricia Lane said that she initially proposed the community wide conference because she did not have any clue about what the community issues are. It is not that she is out of touch with reality, but most do not have an opportunity to be immersed in the community. So the idea was to have many community groups, faith based etc to discuss their issues and bring these representatives together. The conference plan is problematic as Paula presented the plan. It is hard for any individuals to represent the broad spectrum of African -American point of view. How will a brief over -view fully cover Moslem and Judaism issues? Commissioner Michael Cervantes asked what would be the purpose of this conference after hearing the issues. Commissioner Lane said that the conference was for staff and commissioners to see which issues in which it could make a difference. Commissioner Mavis Hagemann wondered what role the Commission would play in this field of issue formulation. She suggested the Commission be involved in some manner like the area school board fosters community out reach program. Commissioner Cervantes said the back ground to the conference goal(s) is the Commission's effon to find out what the complaints are out there in the City of Evanston and the need to find out what the issues are out there. When people give input they expect something to come fmm the input. The conference ties up staff for a long time. The single most important issue is the achievement gap in City of Evanston's schools. He believes that Paula's heart is in the right place. He himself has numerous books about the Mexican culture but he is not sure which one should be prominent. He himself does not believe be can represent all Hispanic issues and not even all Mexican issues. Chair Buranda was excited about the whole idea and one of the unresolved issues is the decision on when to act on this issue because the Commission is short staffed. Therefore the proposed conference plan envisions a 14 month develop process. Paula originally envisioned monthly conferences. This conference development plan is not a fifty -pound hamburger as some other commissioners suggested. Commissioner Buranda said that Paula suggested she would be suitable for any one of these conference development committees. We have very capable staff and the Commission will consult with Acting Director Jay Terry regarding the completion of this plan and the plan's feasibility. Commissioner Michael W. Green stated that he was very excited about the city wide conference idea He asked "why don't people come to the commission for assistance". He said that residents don't even know that they are being discriminated against. These folks don't even know the difference between racism and discrimination. Residents don't even know things are happening; they are raised as second class citizens; they think that is just how life is; they don't even know they should be speaking up; and, they are thinking as second class citizens. He sees the Conference as an opportunity to educate area residents about these issues, e.g., racism and HUMAN RELATIONS COMMISSION MINUTES Page S March 24, 2004 discrimination. You cannot be a racist if you do not have the power to make discrimination the law. He said that the present situation or sense of understanding by many area residents is to believe that everybody is doing discriminatory acts. It makes people that that this time they are not going to get their way. Commissioner Lane said that Commissioner Green's concern and his desire to educate area residents about racism and discrimination is a laudable goal. But she feels the proposed conference will not reach that result. It should be a separate topic about that. Commissioner Buranda said the ethnic issues panel along with other panels will be asked to address cultural values, the effects of racism and discrimination, identifying the most difficult challenges ahead and 'enquiries about how the Commissioners can help area residents. Commissioner Larry Ruffolo stated that more diversity should not mean more differences and conflicts in the community. Commissioner Buranda does not see the Commissioners lacking in issues to address. She stated that agency Commission staff' have done an excellent job regarding regulatory issues. She said that since she has been on the Commission she has seen residents coming to Commission with issues to be addressed. Commissioner Lane cited the John Brzezinski fair housing case administrative processing delay as an example of why residents feel they are not going to get justice from the City administration. It is up to the Commission to seek out issues to deal with. Area Resident Peggy Tarr stated that the Commission should feed a way to get information. The people need to know that they can accomplish something. A general community forum might be gam; Chair Buranda stated that committees have been set up to look into the identification of community responsibilities and expectations relative to the numerous issues outlined in the conference plan. The plan details a proposed ethnic issues panel, a Latino panel, a race, black panel, and, an Arab panel. She envisioned September, 2004 (unity month) is a time for final shaping of the proposed panels. She may want to ask gays to participate in the panels. Agency staff member Rafael Molinary has been asked about gay panel participants. She also stated that not everybody thinks that the head of the NAACP represents all race, Black issues. Commissioner Michael Cervantes believes the forum suggestion is just that a suggestion. He believes that the original proposal was for the Commission to select individuals who represent area groups and ask those representatives to go back to their groups to seek out what the issues really are. Commissioner Cervantes stated that this is what he believes the original suggestion was about. He believes that the present suggestion was to be discussed at the proposed Commission retreat and further plans were to be developed regarding the conference during the retreat. He said that the conference plan was at its early stages and that no vote on the structure of the plan was appropriate at this time. He believes that the achievement gap should be part of the conference -related issues. Chair Buranda believes that efforts to jump-start the conference should not wait. The retreat can also be part of the development process for the conference whatever form it may take. Commissioner Ruffolo stated that Commissioners are looking for the most effective ways to HUMAN RELATIONS COMMISSION MINUTES Page b March 24, 2004 incorporate the need for issue development and issue resolution. The issue is also to let the residents know what the Commission is about and that there are numerous groups around who can assist them in relationship to certain problems. The residents must come to see the treasures that are available in the community to assist them in resolving problems. The Community needs to know about issues that need to be resolved but also about the groups which exist in order to resolve problems/issues and develop a sense of community, i.e., that diversity is also a strong factor for the good. Differences make things interesting and enriching. Commissioner Lane said that the conference plan is nothing more than a guideline to start developing a plan. She said that this is an on -going process and that first we have to get our information, then think about the conference. Chair Buranda said that the conference process is part of getting information. That the conference is part of the process of identifying target populations, identify experts in the area (as descnlx d by Michael Cervantes) and then asking them what the issues are; and, then shape the conference around the information provided. Commission staff member Rafael Molinary stated that conferences can utilize both approaches. Conference modules dealing with information gathering and information dissemination can co- exist during the proposed conference. Commissioner Green stated that we have to do some pr work in order to let people know about the existence of the Commission. He said that he works at the Evanston Township High School and certain parents think their children who have poor grades are lazy. The parents do not understand that there are a lot more problems beyond the children being lazy. The parents don't know that there are other problems. School officials have to address the students at least partially at their own level. Students need to be told that they need to be aware of other problems to prepare them for the real world out there. The conference can deal with this type of issue. General meetings can be convened to search out issues and numerous general meetings. Commissioner Cervantes moves that this discussion should be put on hold until the retreat. He believes that the Hispanic community should pick who its speakers are. Motion seconded. Commissioner Buranda objected to the motion saying the Commission is stuck on how to identify whose issues the Commission is going to represent. Commissioner Cervantes stated that his whole purpose is to get connected with the groups and people out in the community. Commissioner Buranda stated that Executive Director Paula Haynes conference proposal was drafted after Commissioner suggestions in preceding months. Commissioner Cervantes just wants to postpone the discussion; he stated that his motion was not to dismiss the conference and that the retreat is the appropriate forum. Commissioner Hagemann said that she wants to wait till the three new commissioners come on board before discussing this matter further. Commissioner Lane inquired regarding the information meetings prior to the retreat and the request for a list of community organizations for the Commissioners to review. Commissioner Cervantes' motion passed. HUMAN RELATIONS COMMISSION MINUTES Page 7 March 24, 2004 City Manager Roger Crum brought up the matter of a Commission retreat facilitator: He asked the Commissioners about the possible retreat dates in order to obtain an outside facilitator. City Manager Chun identified John Fontana as a possible facilitator for the Commission. Mr. Fontana may be able to meet with some Commissioners if time permits. City Manager Crum stated that Fontana has conducted retreats for other city commissions in the past. Commission members provided possible dates to Mr. Crum and asked him to contact Mr. Fontana to determine his availability. (Mr. Crum left the meeting at this point.) Committee Reports: Commissioner Hagemann reported that she had attended an event at the High School which provided meaningful insights on the achievement gap problem. She encouraged commissioners to focus on this issue. Commissioner Cervantes responded that as the Commission identifies its future priorities, the gap must be on that list. There was consensus that this issue be discussed at the upcoming retreat. Chair Buranda noted that the agenda had been completed except for the proposed executive session. She asked if it was again the pleasure of the Commission to hold an executive session, and whether any staff should be present. Commissioner Cervantes felt that an executive session was the only was he could directly discuss his concerns about staff issues. He felt that no current Human Relations staff should be present, and felt it was probably best that Mr. Terry leave as well. Mr. Terry stated there was no requirement that a staff person be present, but reminded the Commission that State law required a tape of the meeting be kept. He asked for assurance that a Commissioner could operate the recorder. Chair Buranda noted the Commission had voted earlier to hold an executive session, but wanted to be sure that was still the sense of the Commission. After further discussion the Commission voted 6-0 at 9:50 pm to go into executive session for the purposes of discussing personnel. Commissioner Lane left the meeting at 10:10 pm At 10:20 pm Mr. Terry re-entered the room and the Commission resumed open session discussion. Commissioners noted the lateness of the hour and their inability to review all of the information. Commissioner Cervantes felt he needed additional time to cover his points. The question of a special meeting for the purposes of discussing these issues was discussed. After finiher discussion a decision was made to schedule a special meeting on April 14, 2004 for the purposes of discussing possible by-law or ordinance changes. It was noted that another executive session for the purposes may be necessary that night. The Commission voted unanimously to adjourn at 10:40 pm. Minutes taken by Rafael Molinary & Jay Terry NOTE: A tape of the executive session has been secured and minutes of that meeting will be prepared. EMPRIPM1 ;i'. EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON. IL. 60201 Wednesday, April 28, 2004 7:00 p.m. — Room 2402 COMMISSI ERS PRESENL Schona Buranda-Chair, Lary Ruffolo-Vice-Chair, Mavis Hagemann; Michael Green; Pat Lane; Mictwel Cervantes; Jan Sullivan; and Kristin Elites Rowe COMMISS ONER(S) ABSENT: Samuel Thomas STAFF PRESENT: Dorothy Thrower, Secretary and Jay Terry, Ailing Department Head- HRC GUESTS/VISITORS: Frank Kaminski -Evanston Chief of Police; Dennis Nilson, Deputy Chkf Evanston Police; Sam Pettineo, Commander; Evanston Police; and Betty Ester Chair Buranda called the meeting to order at 7:18 p.m. L DECLARATION OF QUORUM Chair Buranda declared that a quorum was present. II. INTRODUCTION OF NEW COMMLSSIONERS Chair Buranda Introduced and welcomed the new Commissioners Jan Sullivan and Kristin Fifies Rowe. Commissioner Fifies Rowe stated that her family is from Evanston; she Is a product of the Evanston public schools and is Involved with Leadership Evanston. Commissioner Jan Sullivan has lived in Evanston for 38 years and a school social worker for 38 years; she Is a trained mediator and has worked extensively In race relations. III. INTRODUCTION OF GUESTS AND VISITORS A. Citizens Comments Chair Suranda introduced and welcomed Police Chief Frank Kaminski, Deputy Chief Nilson and Commander Pettineo, who were invited to the meeting to provide a presentation on racial profiling relative to the new traffic STOP laws. Chair Buranda delayed approval of the March 24, 20G4 minutes until after the presentation. V. SPECIAL PRESENTATION A. Police Department Data Collection — Chief Frank Kaminski Chief Kaminisk thanked the Commissioners for their invitation to conduct this presentation. Deputy Chief Nilson, Commander Pettineo and he, have conducted several community presentations regarding the new legislation. On January 1, 2004, Illinois became another state that will have a data collection program, to look at the Issue of racial profiling for the next four years. The law was controversial in the law enforcement community prior to the way It was implemented. For many Illinois Chiefs of Police it was a topic of discussion throughout the state but the Evanston Police Department has embraced it as a learning opportunity for the Offlcers to determine how they are doing In the community. When the law was first HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 2 of 8 passed, the Evanston Police Department did not finalize the program until a couple of months before January 2004 because they did not have a data collection mechanism, forms or staff to conduct extra data entry. The Police Department conducted Its In-service training In October and November 2003. The new law was presented to the rank and file officers who were asked for their suggestions/comments regarding how the law was Implemented and how they could do the best job possible enforcing It Chief Kaminiski stated that in order to get Input from the community the presentation was offered to various groups. It was video taped by the city and Is currently running on the cable station. Copies of their presentation are also available at the public library for people to check out and It can also be checked out through the Police Department Chief Kaminiskl stated that the Police Department is very fortunate to have Deputy Chief Nilson and Commander Pettineo as trainers for the Institute for Public Safety Partnerships (IPSP) at the University of Illinois at Chicago. IPSP is a community policing Institute that comes out of the Community Oriented Policing Services (COPS) office in Washington. The institute works In the region here to provide community policing, training and other types of training to police departments, community groups, elected officials and to other areas. Deputy Chief Nilson and Commander Pettineo have taught nationally throughout the country on this Issue on behalf of the COPS office. He stated that the objective of his department Is to be as open and up front about the Issue to determine if there are areas that need improvement At this juncture of the meeting Chief Kaminiski turned the presented over to Deputy Chief Nilson and Commander Pettineo who stated that the presentation would last for approximately forty-five minutes and, that during or after the presentation they would answer questions. Deputy Chief Nillson distributed a brochure to the Commissioners and staff which provided Information regarding the IPSP. Deputy Chief Nilson stated that he is Deputy Chief of the Police Department and his current position Is that of Deputy Chief of field Operations which means that all of the Police Officers who are in uniform and drive/rlde In marked police cars, work in the division that he supervises. He has been employed with the Evanston Police Department since 1969 and is a contract trainer for the IPSP which Is part of the COPS office that is funded out of the Justice Department. Commander Pettineo stated that he is currently assigned to the office of Professional Standards which is the Internal Affairs Unit Prior to this position he ran the community policing bureau for six years and he Is also a contract trainer for IPSP. Questions, concern or comments from the Commissioners were addressed as the presentation took place and afterwards. Chief Kaminiski stated that if the Commissioners ever need any assistance they could call him or if they want to participate In any ride along. The next citizen's police academy will start the last week of August, one night per week for twelve weeks. NOTE: A copy of the power point presentation conducted by Deputy Chief Nlbson and Commander Pettlneo is attached to the minutes for future reference. CriafrBuranda stated the Commissloners would take a ten minute break before the meelfny would resume. IV. APPROVAL OF MINUTES -MARCH 24, 2004 MINUTES Chair Burand reconvened the meeting at 9:00 p.m. and called for approval of the March 24, 2004 minutes. Commissioner Green stated that he received his packet the day prior to the meeting and did not have an opportunity to review them In their entirety therefore he would abstain for their approval. Commissioners Sullivan and Rfles Rowe did not attend that meeting therefore they could not comment on the minutes. Commissioner Lane stated that she did not see anything In the minutes regarding Mr. Crum's suggestion of accomplishing informational meetings before the retreat or of a list of community organizations that Mr. Tent' HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 3 of 8 was going to give them. Mr. Terry apologized for not getting the list to the Commissioners yet but Donna SbAert has asked other city staff to provide him with their list or community groups. He is in the process of compiling a clean list that Is useable because there are several duplications and hopefully it will be available for them within a couple of weeks. J.l11! r �.r•l• r •r! 1 !I' ;-_.r'.rrr -•r 'I" r z• :�, .;Kr ;l.G tr !l.• r J 111! r •� -r ' r r 1 r - r r- r r r, Commissioner Lane requested that minutes be amended to Include her inquiry regarding the informational meetings prior to the retreat and the request for a list of community organizations for the Commissioners to review. The motion was unanimously approved. VL OLD BUSINESS A. Retreat/Goal Setting Chair Buranda stated that Vice -Chair Ruffolo, Mr. Terry and she, met with Mr. Crum to discuss the retreat. Mr. Crum was going to talk with 3oe Fontana, the person he and Ms. Haynes recommended to be the facilitator at the retreat, however, she has not heard from Mr. Crum regarding the outcome of this request. VkL-Oalr Ruffolo stated there was a discussion regarding a tentative date for the retreat in May. Since Ms. Haynes Is out of the hospital and with a target date of her possibly returning In June if every thing goes well, perhaps It would be best to pick a date then to have the retreat A brief discussion took place to determine an available date for a June retreat but since one could not be determined, Mr. Terry suggested that the Commissioners e-mail him their availability and he would pass that information along to Mr. Crum. Chair Buranda introduced Ms. Betty Ester who entered the meeting. Ms. Ester stated that she Is a resident of the Fifth Ward and is currently working with a group who are formulating a community land trutst In Evanston. On February 26, 2004, the group officially became an Incorporated land trust In the state of Illinois. They will be filing for their 501 status in June and partnering with a current community development organization to be the developer for the Evanston Housing Coalition who has been developing affordable housing In Evanston since 1980. The group is a twelve member board and will be providing a presentation to the Housing Commission sometime in June or July. Ms. Ester staged that when they have more materials put together she would like to make a presentation to the Commission about the community land trust. If the Commissioners have any questions they could call or e-mail her at any time. B. Community Input Meetings Commissioner Lane stated that this matter was already addressed earlier in the agenda when she asked that the March 24, 2004 minutes be amended to Include her comments relative to Mr. Terry providing the Commissioners with a list of viable community organizations. C. By-laws Amendment Chair Buranda stated that after several lengthy discussions with Mr. Crum, he suggested that the Executive Committee draft an amendment to the By-laws that would serve as an alternative solution to evaluating the Executive Director. Commissioner Lane requested that the following language In bold be added to the amendment: "Results of such a review shall be provided to the formal evaluation that the City Hanagm conducts." She stated that the Commission's Input should be submitted to that formal review process. Chair Buranda stated that she and Vice -Chair Ruffolo have had many discussions with several Individuals regarding this particular matter and found that the Commission's public confidence and respect as well as Its Integrity has been significantly diminished because of the attempt to evaluate the Executive Director, HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 4 of 8 especially during a time that she Is incapacitated. Vice -Chair Ruffolo stated that the focus has been on making this an evaluation of one Individual, that being the Executive Director of this Commission, as opposed to a review of the entire Commission process and the progress towards their goals. He stated that given the timing, it was looked upon as highly critical and an inappropriate process to engage in. He stated that after some debating and receiving input from other people, it seemed to make more sense for the Commission as a body, to look at and evaluate their effectiveness as a group In terms of meeting their goals and that all of them have a shared equal responsibility as to whether they succeed or fall. The reason for providing this information to the City Manager Is because he has indicated that he would like Input relative to what the Commission is doing. Commissioner Hagemann stated that she liked the language In the amendment because there has never been a review of the Commission. Vice -Chair Ruffolo opened the floor for discussion. Chair Cervantes stated that he felt the Executive Committee was confusing the two processes. There Is nothing wrong with the idea of having mutual discussion on how well the Commission Is working; the other part is that Evanston has a unique form of government that Is built very much on citizen input; it is built on the notion that the citizenry is the boss and that staff works for them and they should have a voice. He stated that the evaluation process should not only apply to the Executive Director of the Human Relations Commission but to all city administrative support staff for boards, commissions and committees. Ms. Esters spoke up from the audience and expressed her frustration that the Commission continues to spend so much time on this issue when there are big questions facing the City that have Implications for poor people and persons of color. She had just left the Economic Development Cc - Y,°ttee meeting occurring In the adjoining room where there were discussions of TIFs for Howard Street and the West Side. Both are important efforts at trying to use the benefits of a TIF for neighborhoods rather than just the downtown area. She was anxious to see if the City would use TIB to benefit poor people and felt the Commission should be following this issue. She also believed the whole area of induslonary zoning and affordable housing was not receiving enough Commission attention. There have been reports made about what developers need to do to provide affordable housing and the Commissioners need to follow those meetings. Chair Buranda stated that the issues presented by Ms. Ester are important and the Commission needs to pay dose attention to them just In case they have to address them in the future. in the meantime the Commissioners need to be more diligent in attending those meetings and keeping up to date with what the developers are doing. Chair Buranda stated that this is the first time the Issue of evaluating the Executive Director has been brought up by some Commission members and the Executive Committee has tried to find an efficient way to address this matter; however, the Commission will not be consumed with Issues that are not part of their core purpose as a body. Vice -Chair Ruffolo asked Commissioner Cervantes who Is he referring to when he mentions his concerns about the citizenry having a voice? Commissioner Cervantes responded that individuals who sit on boards, committees and commissions, represent different parts of the city and theoretically that is way it's suppose ba work. Some boards such as the school board have elected officials and those officials always conduct an evaluation of the superintendent. When he sat on the Ubrary Board an official evaluation was conducted of Its Director and that official evaluation only became part of the City Manager's portfolio on that individual. He believes strongly that government works for the citizenry and not vice versa and It Is the role of the Commission to provide as much feedback as they can from their perspective on the performance of staff. He stated that he Is not demeaning the other part of the amendment because It Is Important that the HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 5 of 8 Commission discover goals, look interactively at how everyone Is working together and take some responsibility in terms of what that is like. He thinks that the Commission should use the evaluative process that the Library does and the if the Commissioners adopt the amendment before them It will negate or not have the same impact as a true honest performance assessment which becomes part of the City Manager's feedback; the City Manager Is still free to do whatever he/she choose to do with that data. He feels strongly that as a citizenry, the Commission should embrace and reinforce In every way it can, that the City of Evanston government works for us not vice versa. The Commission needs to be very careful that it does not loose that feedback mechanism which Is so critical to make sure that the city govemme..r knows as much as it can from the Commission. He does not know of any other suburb that does ai ,such to seek Into Its citizenry to help run government and he thinks that means the Commission has a special responsibility to help the City Manager In understanding how effective his staff is performing. CommissWw Sullivan asked If under Roberts Rules of Order, Is there a limit on the time people can speak to a particular topic? The response was that only If limits are set She asked If the Commission should begin to set limits on the time that a particular speaker can speak on a particular topic in order to make the time more manageable for ever body to have input? Commissioner Hagemann stated that the matter was addressed once before by the Commission and she bought a timer that she could bring for future meetings. Commissioner Sullivan suggested that perhaps for this meeting a temporary limit could be set at two minutes per per. mkWorw Su111van moved &Lffie Commission set a time 11W & M.I toylc at thIs Trigg na Met W11(imlt d%aggi!132 to twa minQAZsper member. Commissloner haoanann seconded the motion, A dWu lion followed. Commissioner Cervantes stated that he is against any thing like that because he would very much like to know totally what Commissioner Fifles Rowe has to say and not for just two minutes; everyone Is not equally gifted to summarize things within that time. He thinks that cutting an individual off when their two minutes Is up is a form of censorship. The decision should be left up to the Chair and Vice - Chair to determine how they want to address this matter if the time limit Is getting out of hand when an Individual Is speaking. He stated that Commissioner Sullivan's suggestion is not appropriate way to run a meeting. Commissbner Sullivan called for a question on the motion. Chair Buranda stated that she would like to honor Commissioner Cervantes' comments because this topic is something that the Commission has been discussing for a long time and It is important to all of them. The motion was repeated and voted on. Chair Buranda, Viae{halr Ruffolo, Commissioners Green, Hagemann and Sullivan voted in favor of the motion; Commissioners Cervantes, lane and Files Rowe opposed the motion. Chair Buranda asked Commissioner Fifles Rowe if she had any comments regarding the matter being discussed? Commissioner Fifles Rowe responded that this is obviously a battle that has been fought for a long time before she became a Commissioner, therefore, she would leave It to those Commissioners prior to her being seated. She stated that she did not mean to abstain from the voting but she is not ready/ to jump Into this fight because it Is a little disappointing. Cammissloner Hagemann staffed that she does not feel capable of evaluating any of the department people on what they do day to day because the Commission Is not there. She does feel capable of evaluating the Director and the Commission tf a self evaluation is conducted on both. HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 6 of 8 Commissioner Green stated that he likes the way the current amendment is written and that there should be Input on both the Executive Director and Commission. When the overall evaluation Is presented to the City Manager, he/she will get the gist of what is going on and do their job. He hopes that whoever the new person is, If they see the Commission is having a difficult time for whatever reason, he/she will look at the evaluation report and take the appropriate action. Vice -Chair Ruffolo stated that he thinks there are probably good reasons why other commissions and boards have not adopted this clause because if they thought it was a good process and procedure to have in place, OW would have Incorporated It somehow in their By-laws. The Input that he has received from the City Manager and other Individuals In the government was that this is a bad Idea; that it Is singling out one Individual as being solely responsible for the performance of this Commission. He thinks this is wrong and It that it does not reflect what the evaluation process should be. He stated that when he think of citizenry, he think of people outside of this Commission; the Commission is here to help the community and those citizens will be evaluating how this body Is doing and not just how one person on this Commission is doing. There should be an evaluation of the Commission and staff as a whole. Commissioner Sullivan stated that If the Commission was a Board of Directors that had legal responsibility for the functioning of the individual who runs the Department of Human Relations, then they would have legal responsibility th supervise and to evaluate that person; this body is a commission rather than a board, therefore, under the law, it does not have legal responsibility to supervise and determine whether that person's employment will continue or discontinue. The Commission can provide Input to the City Manager and this mutual evaluation is a process that Is Important. JjCe-C aalrRufii7/omovedffiatArddell. SertionlB. number3Mat existnow, bereo/acedwith_the lar�uaae that was submltted to the Cammissloners. b. Dudes of the Executive CbmmittPe Shall Be: dumber 3. '7� tensible for coordInadna with the Executive Directorsudh staffsuDDort as maybe needed for the e»+cdve ,fg{ thq of the Human Relations Commisslon, and to execute an annual review orocess In w&(t� jCommkmbn and Executive Director evaluate the/r mutual eh9`ectivene-s in meetina the annual opals of the rbmmkzfon. Results of saoa a review shall be orovided to the Gtv Manager and any other dty adM62& ralnr who so wishes the results: " Chair Buranda called for a vote on the motion. Chair Buranda, Vice -Chair Ruffolo, Commissioners Hagemann, Green and Sullivan voted In favor of the motion. Commissioners Lane and Rftes Rowe abstained from voting and Commissioner Cervantes opposed the motion. Commissioner Lane presented a concern regarding Mr. Brezezinski. When she first came on the Commission two year ago, a case had been submitted and It has not advanced during her tenure; It is really repugnant to her that someone comes W the Commission and cannot get any relief. She stated that the Legal Department was supposed to be subpoenaing some Information regarding that matter and it has not been forthcoming. Mr. Terry stated there are two asses he Is aware of that have been In the taw Department for a considerable amount of time. He has conducted some file review on the Brezezinski complaint and as near as he can tell, the file does not reflect any pending staff action that Is necessary other than to make some final determination; there are no pending subpoenas or requests for subpoenaed material. He stated that some of the Information that was thought to be needed was in fact already in hand. Based on his file review and It appears that based on the conversations he has had with the attorneys In the Law Department and staff In the department, they are in fact, probably in a good position to have some sort of closure on that case. He expects to have a report regarding this matter at next month's meeting. HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 Page 7 of 8 Per Vice -Chair Ruffolo's request, Mr. Tent' reported on the results of the Mayor's Summer Youth Employment Job Fair that occurred on Saturday, April 240. He stated that he thought the Job Fair was extremely successful. Reports were that some youth arrived at the building as early as 4:30 a.m.; four hundred and thirty youth applied for jobs. By all reports, they were very patient and well behaved. He thanked all of the Commissioner who volunteered their time and services at the Job Fair. Presently there are two employer components — the city and the private sector. He stated that almost every dty department hired one or more youth as full or part time employees; there are ninety-two dty positions. The positions include the community clean, paint crew, and the administrative support staff in most departments and operational support in Recreation and the Ecology Center. The other component consists of private employers who participated in the Mayor's 50/50 Program. In an effort to spur support in the private sector for summer youth employment, the dty offered fifty percent of the cost of a minimum wage job for a nine week period this summer to those employers. He stated that the Mayor sent out a solicitation packet to all the private employers in the dty and thus far fifteen organizations have responded that generated approximately 32 jobs. Staff was able to keep these job within the same budget as last year by redudng some of the administrative cost; these additional jobs will not require a budget Increase. Mr. Terry stated that he will report all of this information to the Human Services Committee at the upcoming Monday night monthly meeting. The program will begin June 15''. Two businesses who participated In the Job Fair that will not receive any dty reimbursement are Northwestern University and Dunkin Donuts. There will be a new operational program working with the Health Department Crews will be performing tire dean up as part of the West Nile Virus prevention by helping residents get rid of o!d tires. This activity will occur in one Wand per week throughout the program. Staff will notify each Ward by flyers of leaflets what day their pick up will occur and tires placed on the parkway will be picked up. Currently there are approximately one hundred and thirty total jobs available In the program this year. Commissioner Cervantes commended staff for the marvelous job that was done to make the Job Fair successful. He stated that Ms. Haynes certainly has done a very good of laying out this event and training hcf staff; he thought that It ran as well as the other two Job Fairs where he volunteered his services. Ms. Thrower thanked all of the Commissioners, citizens and parents who volunteered their services to help with the Job Fair. She extended a special thanks to Commissioner Cervantes who worked with Mr. Ira Golan In the Interviewing station where they provided tips and techniques to the youth before they met the employers. VII. NEW BUSINESS Mr. Terry stated that information regarding the Indusionary Zoning Ordinance was included In their packets. He will provide the Commissioners with the minutes from a spedai meeting of the Planning and Development Committee in order for them to know what was discussed. Vice -Chair Ruffolo passed out a few documents to the Commissioners and staff. One referenced a forum that will take place at Beth Emmett Synagogue on Thursday evening, April 29 h. There was an article from the Evanston Round Table regarding the Public Service Challenge and that it resonated with him In terms of the Commission's desire to host a City Wlde Conference; It looks like there Is an organization is certainly trying do do something similar to what the Commission has discussed. He thought this group's upcoming meeting would be a nice meeting for the Commissioners to attend to find out what this group, which is comprised of other community groups Is doing and how other people are defining the problems and critical Issues that are out there In the community so that the Commission could build on this themselves. The last document was written by Tim Wise entitle: White Whine: Reflections On The Brain -Rotting Properties of Privilege. Commissioner Lane oammented that the poster Vice -Chair Ruffolo gave the Commissioners regarding Earth Month Event contained a list of co-sponsors and each Commissioner could select three organizations, call each group and poll them as to what they see the important/crudai issues are facing the community that need to be addressed). Each Commissioner could report their findings in at the May meeting. This will give HUMAN RELATIONS COMMISSION MINUTES April 28, 2004 • Page 8 of 8 them a sampling of what they might come up with once Mr. Terry has a completed list for them. Ms. Ester !.fated that the poster did not contain the entire list of sponsors for the event. There are approximately 50 sponsors and she could e-mall the complete list to Ms. Thrower with phone numbers. Some time was spent by the Commissioner and staff updating the Commission Roster. There being no further business, Chair Buranda adjourned the meeting at 10:00 p.m without any objections. Respectfully submitted by: 1-f W.;4; Y Bwaitim Seaetary EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, May 26, 2004 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Bumnda-Chair, Larry Ruffolo-Vice/Chair, Mavis Hagemann, Pat Lane; Michael Green; Jan Sullivan, Michael Cervantes and Kristin Fides -Rowe COMMISSIONER(S) ABSENT: Samuel Thomas STAFF PRESENT: Roger Crum, City Manager and Rafael Molinary GUESTSNISITORS: Student from NU — Medill School of Journalism Vice -Chair Ruffolo called the meeting to order at 7:00 p.m. L CALL TO ORDER -DECLARATION OF QUORUM Vice -Chair Ruffolo declared a quorum was present. III. INTRODUCTION OF GUESTS/VISITORS The visitor from NU introduced himself but staff was unable to determine hu name on the tape. M. APPROVAL OF MINUTES — APRIL 28, 2004 Vice -Chair Ruffolo called for approval of the April 28, 2004 minutes. Commissioner Cervantes requested clarification as to when the Commissioners were suppose to submit their schedules for a June staff retreat; will it take place in June or August? Vice -Chair Ruffolo stated that the minutes are correct, i.e., a June retreat however, it was determined later that Ms. Haynes would not be returning to work until approximately some time in August. Mr. Molinary stated that Mr. Terry requested that staff inform the Commissioners that six out of the nine who contacted him regarding the retreat, it was determined that the first two weeks of August are not possible and that either the last two week ends of August are possible or early September. Mr. Terry also stated that the CommUNITY Picnic is scheduled for August 29's and the Human Relations staff will not be available that week end. Since there was still some indecision as to when all of the Commissioners would be available to attend a rvurat, the matter was delayed for further discussion on the agenda CommissionerLane moved that the minutes be approved as submitted. The motion was seconded by Commissioner. Vice. -Chair Ruffolo requested a correction on Page 6,10 para., third line: change the word jest to Wit. The motion was unanimously approved. IV. ACTION ITEMS A. Consideration Of A Request To Include Smoke As A Landlord/Tenant Issue Vico-Chair Ruffolo stated that this item was placed on the agenda by Mr. Terry at the request of Ms. Peggy Tarr. Mr. Teary prepared a memorandum to the Commissioners informing them that the Health and Human Services staff will refer this matter to the Human Services Committee (HSC) for their consideration. He stated that according to Mr. Tarr's letter it appears that she is asking how or does the Commission address this matter relative to banning smoking in private residences. Mr. Molinary stated that during the past several months several tenants have called expressing their concerns with cigarette smoke coming into their apartments, however, he has does not know what to tell them since the matter is not covered by the Residential Landlord and Tenant Ordinance (RLTO). HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 2 of 8 Commissioner Cervantes stated that the HRC help set regulations for the RLTO therefore this matter falls within their jurisdiction. He stated that the HSC is the body that the HRC generally make recommendations and feels this body would not be out of order in doing so. There was an in-depth discussion regarding this matter, i.e., the effects of cigarette smoking regarding one's health and other issues including responsibilities of the landlords to protect the health of his/her tenants. Commissioner Cervantes moved that the Commission recommend to the Human Services Committee that the Evanston Residential Landlord and Tenant Ordinance be amended to include that a buildine can be smokine or non smoking at the landlord's choosing: however. there has to be some kind oftime frame by which those Poole who are unhaDov with second smoke will he allowed to have an early release from their lease agreement without anv Denalties. Commissioner Green stated that past issues are ones that have to be addressed, i.e., someone who does not want to move because they like the building where they live, and issues such as this could possibly be mediated which could include the issue of returning the individual's security deposit or other pre -paid rent. Mr. Crum stated that he believes some of the issues the Commission discussed arc doable within the RLTO. A simple solution is not to have landlords prohibit anything but rather post their rules and state in the lease, whether the building is smoking or non smoking. Second, state that any tenant affected by or feels they are affected by the smoke are released of their lease responsibilities. Commissioner Green presented an issue regarding the price of renting an apartment -- smoking versus non smoking. Commissioner Sullivan stated that she thinks it is important not force landlords to do the same thing, but to give the perspective tenant notice because the choice becomes theirs when they enter the premises. The notice should have something attached to it regarding the research related to second hand smoke; this allows the tenant to make a knowledgeable choice when moving into a building. Commissioner Lane stated that she agreed that Mr. Crum's suggestions are a doable first step, i.e., apartment buildings being designated smoking or non smoking, which would be agreed to by a perspective tenant. She would like this reconunendation presented to the HSC. Vice -Chair Ruf olo stated that in addition to Mr. Crum's suggestions he would like to add that the HRC believes that other than the common areas in the building, smoking cannot be regulated Vice -Chair Ruffolo stated that the Commission has to determine whether smoke which enters into one apartment from another or the hallways/common areas, might disturb the peaceful enjoyment of one's premises and if so, should the landlord be responsible for scaling or making rooms air tight. Mr. Crum stated that currently there is an ordinance that the City Council is considering through the HSC regarding smoking. This ordinance addresses smoking in public places and the HRC might want to weight in on this matter and make a recommendation to the HSC, that common areas in multiple dwelling units should also be included as no smoking areas. He stated that this still does not address the smoke permeating problem which is a different issue. Commissioner Cervantes asked Mr. Crum if he would inform the HRC where the City of Evanston currently is with its deliberations on smoking as a city problem? Mr. Crum responded that a proposed ordinance has been referred to the HSC for their review which they will report back to the full Council because an ordinance has not yet been adopted in the city. He suggested that the HRC consider a broader prohibition other than just common areas. Mr. Molinary suggested that perhaps another way of addressing this matter is that if the issue of second hand smoke is the cause of someone being unable to enjoy the peaceful enjoy of their own premises and they are able to substantiate this with a medical documentation, perhaps the landlord will allow that person to have an early released from their lease agreement. This would also be a less expensive way instead of forcing landlords to seal their units. Commissioner Cervantes moved that the Commission adopt the notion that the common areas issues ofanartment HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 3 of 8 buildings in its judgment does not work very well and are recommending to the HSC on June 7th, that there be a designation of non smokine buildings and. individuals should be notified and given a limited time to decide whether they want to remain in that building, or opt to terminate their tenancy without any penalties being levied against them. Commissioner Sullivan stated that since she does not know anything about the ordinance that the City Council is considering on June 7* , she cannot vote on something about the common areas until she knows what they are doing with the internal areas. Mr. Crum stated that nothing is being considered regarding building units. He stated that the intent is to limit smoking and require some separation of smoke but it does not go as far as Skokie did in limiting restaurant smoking; it reduces but does not totally eliminate the smoke. Chair Buranda stated that she agrees with Commissioner Sullivan in that the Commission needs to base this issue on a premises. Everything did not pass and some restaurants are exempt from the law. She stated that the Commission should be considering the matter which is on the agenda and the discussion should focus on Ms. Tarr's letter as a means of reaching some consensus. Chair Buranda stated that Ms. Tarr's letter is an extension of the legislation that has been passed and she is asking that smoking be banned in the common areas of apartment buildings. The Commission should consider what has been submitted before them and not branch out into other areas of the RLTO. Commissioner Lane requested that the Commission consider her previous recommendation regarding regulating common areas as far as smoking or non smoking is not feasible and therefore, recommending that buildings be designated smoking or nonsmoking and people being able to get out of their leases. She stated that since the issue has been discussed for an hour they should decide what they are going to do. Commissioner Hagemann stated that she would like the Commission to include in their recommendation that they m in favor of having a clear prohibition against smoking in the common areas of buildings, and include some of the other things that they are considering, just in case nothing else is accepted. Commissioner Cervantes requested that Mr. Molinary prepare some type of language based upon the previous disc mion so that the Commission could present it to the HSC on June 7th Commissioner Cervantes moved that Mr. Molinaro orepare non-smokine Ianruaee relative to this a¢enda item. Following is that language: The Commission moved that in every rental unit in the City of Evanston when a landlord/owner/manager is approached by anon -smoking tenant who provides medical proof of health issues with the effects of second hand smoke anywhere in the rental building, the landlord shall: (1) Review the medical documentation provided for authenticity; (2) Ifcredble, the landlord shall offer the tenant a unit in a non-smoking rental building associated with the landlord/owner/manager if possible; otherwise, (3) the landlordlowner/manager shall allow the tenant a right to break the lease because of the medical issues with no further penalty, so long as the tenant provides the landlord/owner/manager with a written 34 days notice of vacation of the premises for medical reasons at the beginning of the next month. This provision only applies in instances where the tenant post lease information, discovers that he/she has this medical sensitivity problem. The landlord/owmer/manager henceforth, shall inform incoming tenants that there are smokers in their rental units at the point of lease information in every instance where that is in fact the case. If there is lack of notice, the tenant vacating the premises shall be paid moving expenses by the landlord if there is a vacation of the unit before the lease expires. In addition to the language prepared by Mr. Molinary, the following comments would also be included in the motion: The Commission is in favor of apartment buildings being designated smoking or non smokim,. that this should be clearly communicated in common areas and included as an addendum to lease aerreements and that a cow of the research information rertardine second hand smoke is attached to it; and, people who need to be released from their lease agreement will be allowed to do so without any penalties. These are the Commission's recommendations which we believe are valid concerns. Commissioner Lane seconded the motion. The motion was unanimouslu approved by a HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 4 of 8 show of hands. At this juncture of the meeting Vice -Chair Ruffolo turned the meeting over to Chair Buranda who was late because she had a previous commitment. V. DISCUSSION ITEMS A. Aldermanic References Chair Buranda stated that although it is not yet mandatory, the City Council is asking that at least one of the Human Relations Commissioners be a landlord and the other a tenant. She stated that the City Council has passed Ordinance No. 24-04 which amended the city's housing ordinance by replying that at least one member of the Housing Commission be a landlord and one a tenant. She opened the floor for discussion regarding this matter. The consensus after a brief discussion regarding this matter, was that since the HRC addresses a variety of issues other than housing, a move such as this could create disposition between landlords and tenants. Also, in the past whenever the HRC has addressed some change or major issue, landlords, tenants and other affected groups have been invited to public meetings or hearings to provide input and this seems to have worked well for this body. Commissioner Lane moved that the Commission consider the City Council's reauest to require that at least one member of the HRC be a landlord and one a tenant. However. since its role is much broader we do not believe It is gRRfepriate to categorize this commission. The motion was seconded and unanimously approved Chair Buranda referred to the second part ofthe Aldennanic Reference which was affordable housing. Alderman Kent has requested that the HRC provide ideas on how to support affordable housing and submit those ideas to the city's Planning and Development Committee (P&D). After a briefdiscussion regarding this request, it was determined that this matter would be placed on the next agenda so as to devote as much time that might be required in order to respond to Alderman Kent's request. It was also agreed that this matter could be assigned to the appropriate HRC Committee to prepare some ideas and present them before the entire for its consideration. There was an attachment to this reference which contained some current ideas that have been discussed in several forums. Commissioner Sullivan suggested that someone fivm the P&D be invited to a HRC meeting to provide information regarding the options that have been considered. Chair Buranda took a few minutes to re establish the current Committee members and make assignment which are as follows: flnCauunAve Commissioner Fifles-Rowe Commissioner Sullivan Vice -Chair Ruf olo Commissioner Thomas Educadon Conn» sletee Commissioner Cervantes Commissioner Hagemann Commissioner Green Communky Issues Chair Buranda Commissioner Lane Commissioner Cervantes Chair Buranda felt that as a display of courtesy it would be appropriate for the Commission to respond to or inform P&D prior to the July meeting, that the Commission has put together a committee to address affordable housing. She stated that she will speak with Mr. Terry and inform him that the Commission would like for him to invite a member of P&D to the Commission's July 23rd meeting. VL CHAIRS REPORT Chair Buranda stated the Chair's Report was placed on the agenda specifically to ask the Commission for their input regarding the present issues that are taking place in District 65, i.e., budget cuts, etc, and what should they do about this issue. She has attended three meetings during the past two weeks that involved R1FS and one of them lasted until the HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 5 of 8 wee hours of the morning. Many programs have been affected by the cuts and will ultimately create a wider gap in achievement because the programs that have been proposed for cuts are child care, drama, art, languages, social workers, trading and math specialists in order to balance the budget. Seventy teachers have lost their jobs and possibly more, however, the board has left the door open that they might retain some of those seventy teachers. Commissioner Cervantes stated that the budget that is being adopted only postpones the problem and in watching this matter unfold during the past few months, what disturbs him the most is that for many of the board members, it appeared to him that they were almost surprised by the number of RIFS that went out. He stated that the budget issue needs to be resolved to the point of pre planning, even if it means a program has to be cut in the short term. Chair Buranda stated that she thinks the cuts have diminished the trust that parents and the community have for the school board. She does not believe the cuts came as a shock to the board members but rather, it was deferred to the last minute without communicating with the community at large (parents and teachers). Commissioner Sullivan agreed with Chair Buranda in that the psychological impact of this roller coaster is very detrimental to the children, parents and teachers. It might be worth the Commission making some kind of statement regarding the psychological impact of budget fluctuations and considering some more long term way of studying and resolving this matter, even it were a cut in extensive services to make sure the base services are well funded. Mr. Crum stated that school funding is a serious problem in this community and the all over the state oflllinois because it has one of the worst funding records for education. The two school superintendents, members of the private sector and he, put together a briefing approximately three or foar years ago, showing the long range problems that were going to occur in school funding, city funding and overall school district funding; District 65 was an obvious problems but no one wanted to hear them. He stated that in his opinion, the problem is not going to go away; it will be worst next year and the year after because of the cap. One solution is to bypass the cap which will include the entire community support He stated that District 202 has the same problem but it has a larger reserve to work with and they have a longer time to get there; they have acknowledged this and are starting to look forward to the problems ahead. He stated that RIFs have not hurt the schools yet; the big debate was whether or not it would be a year later (referring to 2009 or 2010). TU current problem is that the cap formula is not a smart measure for funding schools. Commissioner Hagemann stated that the League of Women Voters is tying to get the entire state to re examine school funding. Commissioner Sullivan stated that waiting until the last minute to address this issue effects the psychological stature of education in Evanston. If Mr. Crum and other individuals have seen this coming and the Commission is representing inequities and see a psychological impact on its educators and children, it might behoove this body to have some of the people with the foresight, to conduct a forum within the four to next six months. She received a RIF from District 65 twenty years ago so she can speak personally to the psychological effect it has on a person. Commissioner Green stated that while listening to the discussion regarding budget cuts and teachers losing their jobs and the different programs that are going to get cut, what concerns him is whose children will this affect? The bigger problem for many people is that these children are expendable and they get lost in the process and that is why they cannot solve the problem. No one is saying that they want to make sure that these disadvantaged children are put in a situation where they can do something with their lives constructively. He believes that until attitudes change towards the children, they are never going to find the money and this is business is usual. Finally, Commissioner Cervantes suggested that the Education Committee meet with some people to gather some information re raiding budget issues before deciding to meet with the superintendent to discuss human relations concerns, At this time in the meeting Chair Bwwida called for a five minute break VIL OLD BUSINESS HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 6 of 8 A. Brezinski Case Update Chair Buranda stated that she and Vice -Chair Ruffolo discussed the memorandum that Mr.Terry sent to all of the Commissioners regarding the Brezinski complaint. She stated that both of them did not feel comfortable with Mr. Terry's comments because it seemed to be an abrupt ending and they wanted some feedback and opinions from the other Commissioners. Following are the concerns expressed by the Commissioners: •Was the complaint thoroughly investigated? a The Commission cannot accept Mr. Terry's conclusions; they need to have something further to justify some kind of resolution that takes into account Mr. Brezinski's issues. eThe Commission voted that a subpoena should be issued and without it no movement was possible; the co-op was fighting against one being served upon them. (Mr. Molinary explained that staff had requested age information from the co-op who indicated they did not have it because they do not ask for it in their documents. However, their original preliminary application (which their agent creates), does ask who is or will live with the resident and the individual(s) date of birth. It was clear to him and Ms. Haynes that at some point in that process they do ask for it and that information was available to the Evanstonian. It was his opinion that the co-op could get that information if they wanted to. Based on what staff believed was available, Ms. Haynes indicated that as Executive Director she wanted that information which could be obtained from their agent (a management company). The Brezinskis provided documentation to staff that clearly indicated the initial information requested from them did ask for the information that Mr. Molinary provided earlier. Staff had 100 days staff had to conduct its initial investigation; it was during this period that age became a factor however, the co-op stated they do not ask for ages of their owners. Based upon the information provided by the Brezinskis, Ms. Haynes began contact with Ms. Brenniman in the Legal Department to obtain a subpoena which was requested by the Commission. Mr. Molinary stated that he was not privileged to any conversations that occurred between Ms. Haynes and Ms. Brenniman). *Without the evidence being gathered by staff how could Mr. Terry arrive at the decision that was communicated to them? (Mr. Molinary again reiterated that he was not privileged to the discussions between Ms. Haynes and Ms. Brennimarr). *According to the co-op they indicate that the reason for the denial of purchase to Mr. Brezinski was based on finances. How was this expressed to Mr. Brazens? (Mr. Mollinary stated that when Mr. Brezinski's initial complaint was filed, based on the reason why he was being denied the opportunity to purchase, he returned to the co-op with information from the banker who provides the pre. approved loan information. He stated that he and Ms. Haynes believed that the Brezinskis returned with proper information that clearly showed they could have met the concern of the Evanston'tan. The complaint was later amended to include age discrimination which added an additional I00 days. He stated that staff talked to and sent a letter to the Brzezinskis and the co-op suggesting mediation, however, the co-op was not willing to conciliate this matter at all. Mr. Millinery stated that he spoke to Mr. Terry and tried to re create to the best of his ability, what he knew about the Brezinski matter, prior to Mr. Terry writing the memo that is being discussed by the Commissioners. Mr. Crum suggested that the Commissioners place this issue on the July agenda so that Mr. Terry can respond to any questions and concerns regarding this complaint. *Commissioner Cervantes stated that he believes it is up to the Commission to dismiss the Brezinski complaint and not Mr. Terry. *Chair Buranda stated that she has talked to Mr. Terry regarding this complaint and feel he would not have taken any action on the complaint, pending the Commission's approval. She believes he was communicating his opinions based on file research. Commissioner Sullivan moved than the Commission !able the matter until Mr, Terry ispresent at the July meeturQ to address their concerns. Commissioner Cervantes seconded the motlom Mr. Crum stated he would inform Mr. Terry that the Commission would like additional information regarding the Brezinskis financial status during the time ofapplication He stated that the administration is not satisfied with any issue r= - HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 7of8 that took this long to resolve and it needs to find a better process in the future. Commissioner Lane stated that the matter regarding Madeline Ducre is bordering on a year. Ms. Haynes presented a Letter to the Commission that she had received in July 2003 from Ms. Ducre regarding a police matter. In the fall of that year, the Commission asked Ms. Ha}nes to provide them with an update as to whether the matter had been resolved because they did not want a repeat of the Brezinski matter. She asked Mr. Crum t if he would also inform Mr. Terry that they would like some information on the Ducre matter? Mr. Crum responded that he would do so. Commissioner Lane asked Mr. Molinary if he had made a decision about the Brezinskis marital status discrimination. Mr. Molinary responded that he does not make findings but he believes he did provide a recommendation to Ms. Haynes which was written quite some time ago. He stated that he may have recommended that there was some evidence that appeared to indicate something about the Brezinskis martial status that contributed to the co-op's decision. Ultimately it was Ms. Haynes' call to take whet he reported and to come to her own conclusion. He suggested to Ms. Haynes that there might have been some issues regarding age that needed more resolution. The motion was unanimously approved. Mr. Molinary stated that the Brezinskis were informed continually at to what was taking place regarding their complaint. He stated that he spoke to Ms. Brezinski at least three or four times personally (in his office or a chance meeting in the Railway of the Civic Center) and always tried to keep her abreast of where staff was during the complaint process. B. Community Forums Chair Buranda stated that Mr. Terry did provide a list ofall the community organizations that the Commission requested. She suggested that the list be divided up and given to each Committee. Churches and neighborhood groups will be placed under Community Issues. After a brief discussion as to how the Commissioners would approach and extract information from the community groups, it was determined that each person would use the method that they felt the most comfortable. They did agree that they would more than likely convey the Commission's Mission Statement. Inform organization that the Commission has the major input on Evanston's policy regarding human relations issues and the Commission need you help in defining what they are for organization and constituency; what are their objectives and goals (make a comparison); this is a fact finding venture. Have organization define issues that are not in Commission's domain which would be passed along to other commissions or committee for them to address. Each Commissioner will select three or more organizations and e-mail them to Commissioner Buranda within the next two weeks. C. Retreat Planning Chair Buranda stated that it appears that the majority of the Commissioners will not be available to attend the retreat until some time in September. She asked that the information is e-mailed to her within the next week; the Commissioners should also call Mr. Terry with this information. VIIL NEW BUSINESS Committee assignments were made. Chair Buranda, Vice -Chair Ruffolo and Commissioner Hagemann attended the meeting that took place at the Unitarian Church on April 29's After the presentations the groups discussed and prioritized what they saw as five or six long and short range goals for Evanston that centered mostly on environmental goals, transportation and affordable housing; Subsequent meetings will be taking place; Chair Buranda and Vice -Chair Ruffolo will be notified and receive a copy of the groups summaries. Chair Buranda stated that her recommendation from her table was that this be a legislature, that HUMAN RELATIONS COMMISSION MINUTES May 28, 2003 Page 8 of 8 it be recommended that some of the problems that exist in Evanston, especially with regard to affordable housing, there is a local mandate to consider building material, the energy and other environmental factors that contribute to the problems that currently exist. VL ADJOURNMENT There being no f usher business, Chair Buranda adjourned the meeting at 10:00 p.m. without any objections. Respectfully submitted by .0 Executive Secretary Date: i Q� JDorothy Thrower EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, 3une 23, 2004 7:00 p.m. — Room 2402 APPROVED CMMMIONEN PRESENT: 5chona-Chalr; Larry Ruffolo-Vilce-Chair; Mavis Hagemann; Pat Lane; Michael Cervantes; Jan Sullivan; and Samuel Thomas Kristen Fifles-Rowe 12577& 1=,=ill Dorothy Thrower, Secretary and Jay Terry Rob Grossinger, Member- Evanston Housing Commission L CALL TO ORDER — DELCARATION OF QUORUM Vide -Chair Ruffolo called the meeting to order at 7:10 p.m. and declared a quorum was present. He stated that Chair Buranda had to attend a Funeral and would attend the meeting later. Vke Chair Ruffolo Introduced Samuel Thomas, a new Commissioner, who was attending his first meeting. Mr. Thomas stated that he has lived In Evanston for forty-one years; works for Nicor Gas; is an Evanston landlord; is married and has a six year old daughter. Mr. Thomas apologized for missing his first two meetings. IL INTRODUCTION OF GUESTS AND VISITORS Mr. Grossinger stated that he Is a member of the Housing Commission and at the request of the Human Relations Commissioners, was invited to the meeting to provide some Information regarding Induslonary zoning and the Housing Commission's Involvement UL APPROVAL OF MINUTES - MAY 28, 2004 MINUTES Vide -Chair Ruffolo called for approval of the May 28, 2004 minutes. Commissloner Sullivan requested vei ff otlon as to whether Commissioner Cervantes was also a member of the Housing Committee. Commissioner Cervantes confirmed that he does want to serve on that committee. Since Commissioner Thomas did not attend the May meeting, Vice -Chair Ruffolo assigned him to the Community Issues Committee. Commissioner Thomas stated that as an Evanston landlord he does have an Interest in housing and would like to serve on the Housing Committee because he feels he would be able do provide some valuable Input. Commissioner Cervantes offered to relinquished his position on the Housing Committee and volunteered to serve on the Community Issues Committee in order to accommodate Commissioner Thomas. Vice -Chair Ruffolo requested the following corrections: Page 3, 70' para., remove one TmmkWonerLane -ecvxW the modon ; page 4, para. 5, replace courteousness with "courtesy; and page 5, para. 4, line 4, change beginning of new sentence to read "No one IssaXng....'There were no additional corrections. Vice - Chair Ruffolo moved to approve the minutes with the noted corrections. The motion was seconded by Commissioner Hagemann and unanimously approved. IV. DISCUSSION ITEMS A. Discussion With Rob Grossinger, Evanston Housing Commission (Affordable Housing Issues) HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page 2 of 10 Mr. Terry reminded the Commissioners that the meeting packets they received prior to the meeting, contained Information regarding Induslonary housing for them to review. Mr. Grossinger began his presentation by explaining the process that led the Evanston Housing Commission (EHC) to take on the issue of Induslonary zoning and what their current status Is regarding this matter. He stated that Induslonary zoning basically means that private development Is taken advantage of by someone who Institutes some form of set aside requirements on private developers, to set aside a certain number of units as affordable when they are doing market rate development. This comes from the fact that creating new units for affordable housing Is incredibly expensive and government resources are wholly inadequate to meet the need regardless of how affordable is defined; there is not enough construction and rehabilitation of housing units for people who are of moderate or less needs. He stated that the housing advocacy and development community started to address this Issue years ago though Induslonary zoning which takes on as many founts as there are ordinances that exist In municipalities, with as many nuances that can be added; It can be as restrictive or as loose, flexible and Ineffective as one wants It to be. The Evanston Housing Commission (EHC) had to determine what were they expected to do with regard to the high development time frame and geography, which Evanston currently has both. He stated that the EHC began to look at what other commissions around the country had done to address this matter and one of the leading candidates for examination was Montgomery County, Maryland. It instituted a requirement that certain number of units In every new development be set aside as affordable housing or that the developer pay a fee somewhat similar to the diffierenee between what it cost to purchase a market rate unit and what it would cost for an affordable unit or the same differential In rent. This program has been in existence for a long time and has produced numerous units for affordable housing. The government likes it because it does not cost them any money; communities like It because It creates diversity. Mr. Grossinger stated that when the EHC decided they wanted to take on this issue they wanted to have some discussionAnput from the City Council, developers and the community. They recommended that Plaming and Development (P&D) ask them to empanel a task force of private developers, community members, housing advocates, two city council members and two EHC members; Mr. Grossinger was one of the two EHC members. The EHC received pro bono assistance from a group called Business and Professional People For The Publk Interest, who have conducted enormous research on Indusionary zoning around the ootmtry. The group has conducted a ton of research for the task force and they also assisted Highland Park with their Induslonary zoning ordinance. He stated that the task force began talking and all agreed, to one position on policy which was, that the City of Evanston should encourage the development of affordable and diversity among housing options for all the people of Evanston. A number of meetings took place for approximately 6 months and during that time the task force approached P&D to make sure they were working within the scope of what was expected of them; P&D determined that they were. The task force eventually ended up having some additional discussions with select Aldermen who were not on the task force and city staff, In order to get a sense of whether or not there was any support for the policies that were being developed. As a result of all the meetings that took place with various Individuals, Mr. Grossinger stated that the task force developed a proposed policy statement for the City Council's approval which was included in the document that Mr. Terry referred to earlier. In addition to Mr. Grossinger explaining what Induslonary housing is, he talked about the following: *The Nuts and Bolts -- how Induslonary housing works depends on the language and the elements of an ordinance; •The Set Aside Requlr+ement - the percentage of units a developer is required to set aside as affordable whNn a proposed development; *Threshold -- the size of the development that triggers the set -aside requirement; •Applikability — refers to the kinds of development covered by the ordinance; •DevellOper Incentives — help the developer make the project cost feasible; HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page 3 of 10 eIncome Targeting — the practice of identifying the Income range of the residents for whom the affordable units are Intended; *The Control Period — the length of time an affordable unit Is required to be priced as affordable; •In -lieu Afternatfves — are options a developer might consider Instead of building the affordable units on - site at the proposed development; *Housing Provider — provisions that allow non-profit or public entities the right to purchase some percentage of the affordable units in the development to ensure that the Indusionary housing program will serve a broader range of low-income households; •The Benefits of Indusionary Housing - strengthens communities; prompts market-drn+en, fiscally responsible solutions; stimulates economic development; supports smart growth prindpies and protects against disinvestment; enhances economic and racial Integration; overcomes NIMBYism (helps to demonstrate that affordable housing can be successfully mixed with market -rate housing, thereby helping to overcome longstanding stereotypes; and, offers predictability and a level playing field to developers; •Concerns About Indusionary Housing - legitimate concerns do exist about Indusionary housing which indude: Will Indusionary housing stow or stop development? Is Indusionary housing cost -feasible for developers? and, Does Indusionary housing harm the local property tax base? *Cost-Otfsets - the city will provide some benefits to developers on proposals covered by the indusionary housing program; •In Lieu of Provisions - a developer may request to pay a fee Instead of building the affordable housing units. The "fee In lieu" per affordable unit will be determined by a formula established by the City of Evanston Department of Community Development and approved by the Evanston City Council; •Control Period - all rental housing produced under the Indusionary housing program must remain affordable for at least 40 years; and, Cit,/s Right of First Refusal - the city or a not -for -profit entity designated by the city, will possess the right of first refusal to purchase up to one-third of the "set aside" units in any development at the affordable sales price. Mr. Grossinger responded to questions, concerns and comments from the Commissioners regarding this matter. It was determined that the Human Relations Commission (HRC) should make a stateri"tto support the EHCs policy regarding Indusionary housing. Cpmm ssioner Sullivan moved that the HRCs Housina Sub -committee examine the document given to them; a response relative to the Information provided in Mr. Grossinaer's oresentation and brim It back to #w entire body for its approval, that would be forwarded to the Evanston Housina Commission and Planninq and Development. su000rtina the concept and oassaae of some bw of relief for affordable housina is an get and high Drloritv in this community. The document should be oreoared and available for the Commission to approve by the 3uly meeting. Mr. Grossinger suggested that if someone from the HRC's Housing Sub -Committee is Interested in attending the next meeting of the EHC, they can find that Information out from Donna Spia i who is the staff person for the EHC. The motion was open for discussion. Commissioner Cervantes stated that the way Commissioner Sullivan worded the motion, to him states that the Commission Is being charged tea come up with a positive response rather than study the document He stated that rather than rubber stamp the document, he would think the Housing Sub -committee wants to study it and determine whether it meets the Commission's role and is within Us purview. Commissioner Sullivan stated that the content or intent of her motion was to establish this Issue as urgent and a high priority. Vice -Chair Ruffoto asked Mr. Grossinger is there something corning before the City Council or a deadline for "AN RELATIONS COMMISSION MINUTES June 23, 2004 Page 4 of 10 any statements. Mr. Grossinger responded there is not a deadline; there is a desperate hope that something will pull people together within the next month or so. He stated that that task force has presented its policy statement to P&D who has requested that It be fine tuned. After some discussion it was agreed that Commissioner Sullivan's motion would be amended to Include Commissioner Cervantes' concerns. Commissioner Cervantes was asked to amend the motion. _CQMpyssloner Cervantes moved that the HRC's Housina Sub -committee Is aiven the responsibility to studv tiq !Udr, both through research and all aertinent documents and. return to the full Commission with a recommendation as to what Its action should be on the ooiicv recommendation of the Evanston Housinq Qmmission. After further discussion it was agreed that the HRCs Housing Subcommittee would look at the Issue to determine whether this Is a human relations Issue and does It meet the specific guidelines or Is It Irrelevant The motion was once again amended as follows: CoMmIssloner Cervantes moved that the HRCs Houslno Sub -Committee is charagd with reviewinq,bg dmument and the Issue: return to the full commission with a recoMfnendation as to what its action lbould bg pt are consistent with Its mission and resoonsibilities by the Juiv meedna. Vice -Chair Ruffolo seconded Ifig nxdon which was unanimously aQoroved. Vice -Chair Ruffolo suggested that other Commissioners who are not on the Housing Sub -committee e-mail their thoughts and opinions to the Executive Committee that will also be taken into consideration. Vice -Chair Ruffolo and the Commissioners thanked Mr. Grossinger for attending the meeting and providing them with infarrnation regarding Incluslonary housing/zoning. B. Discussion of Possible TIF on Evanston's Westslde Vice -Chair Ruffolo stated that a meeting of the Economic Development Committee (EDC) was taking place next door to dlso the Westside proposed 11F; rather than the entire Commission recessing to attend that meeting, Commissioner Sullivan who is a member of the Housing Sub -committee volunteered to do so and hopefully provide some information to the Commisslon before the meeting ended. He moved to the next Item on the agenda. V. ACTION ITEMS A. Consideration of Policy Statement W City Council Concerning Smoking in Apartment Buildings Vice -Chair Ruffolo stated that the motion which was made at the May meeting to prepare a statement from the Commission regarding Its position on the smoking ban for multi -unit dwellings, was not ready In time for the Human Services Committee (HSC) meeting. He stated that the Commission still had time to present the document that had been prepared to the Mayor and City CoundI for their review without going through HSC. A disamlon took place regarding this Issue In order to determine what fadiitles are covered under the Ctty's Indoor dean Air Act Mr. Terry stated that the ordinance submitted to the Mayor and City Coundl are amendments to the Act that can govern the common areas of condominiums as well as multi -unit buildings. CommI Inner Sullivan moved that the HRC extend the gr vasal that was I r dean Alr Act to lndude rental avarbnents and crondominlums: Commissioner Cervantes suggested that the Commission ask, that titre Residential landlord and Tenant HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page S of 10 Ordinance (RLTO) which It administer but does not cover condominiums, be amended so that the smoking requirements that they want would be part of the ordinance; a second part would also state that the Commission supports 64-04, the Clean Air Act He stated that if only rental units are required to abide by the Clean Air Act then the RLTO should be amended to also include condos; the Commission would like all multi -unit dwellings covered under the Clean Air Act. Mr. Terry stated that the city's Health Department would enforce the Indoor Clean Air Act every where that It is applicable by ticketing offenders. He stated that the Commission's statement and position to amend the RLTO Is a much longer process that includes drafting language for the Law Department's review and, it is a way of signaling Council that they intend to come before them some time In the future with some proposed changes. The Commissioners continued to review, discuss and make changes to the proposed language that was developed which will be submitted to the City Council. There was some in-depth discussion as to how the Issue of smoking would be controlled by landlords, tenant responsibilities and remedies for tenants which was included in the proposed language. Cornmivloner Su/llmn left dre meeting to attend die EDC meeting next doar. f&mmissloner Lane moved that the Commission list as bullet QQints its concgms for the RLTO and to Inform the City Council that the IiRC will be retuminqso nelime In the future with a pggMl. The mom 2Dconded by Vice -Chair Ruffolo which was unanimously anaroved. Mr. Terry stated that the Commission's statement regarding the Clean Air Act will be placed in all of the Aldermen mailboxes on Friday so that they will have it prior to Monday night's council meeting. At th/s juncture of the meeting, Nice-Chalr Ruffolo turned Me meeting over to Chalr Burandi Chair Suranda apologized for attending the meeting late but she had to attend a funeral. She slated that before she entered the building she received a call from Commissioner Green Informing her that he would not be able ba attend the meeting due to a situation with his job. She stated that she did not hear from Commissioner Fifies-Rowe; Vice -Chair Ruffolo and Ms. Thrower stated the same. VL OLD BUSINESS A. Ducre Police Complaint Mr. Terry stated that he included in the Commissioners meeting packets his response to issues regarding the Ducre case. He stated that this matter contained two processes relative to an incident that did occur. Whenever there Is a citizen complaint against a Police Officer it Is logged with the Police Department; it Is Investigated and given a case number; Internal Affairs Officers review everything and a determination is then made by the Police Chief, Frank Kaminiski. Once this is done, he notifies the complainant and the Human Services Committee (HSC) of the City Council regarding his disposition. At the time the complainants are notified they are told that they have an opportunity to appear before the HSC and talk about their complaint The HSC will then consult with the Chef regarding the disposition of each complaint. However, If the Chief sustains a complaint and determines that a disciplinary action against an Officer is advisable, he Issues that discipline which Is unknown by the Aldermen on the HSC. Mr. Terry stated that what he was able to determine regarding the complaint, was that the Chief sustained a complaint against the Police Offlcers in question. Since he could not state definitively in public, the Officers might have been disciplined and under their wllective bargaining agreement and the city's personnel rules, had the opportunity to appeal the discipline. Whatever the outcome of those appeals might have been, Ms. Ducre and one of the Officers In question might have had an informal encounter somewhere In the co nmunity by an exchange of wands which resulted in Ms. Ducre believing the Officers potential discipline had been changed and she felt the Chlet's HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page 6 of 10 ruling had been changed. He stated that Chief Kaminiski's ruling has not been changed and Ms. Ducre's complaint that someone should have notified her of such was incorrect; whether or not the discipline changed he does know and If he did, he was not at liberty nor was anyone else to tell Ms. Ducre that. He stated there is no public issue here relative to the discipline of the Police Officer. Commissioner Lane stated that the information related to them by Mr. Terry should be communicated to Ms. Ducre In a letter so that she Is dear as to what has taken place. Mr. Terry stated that he would be happy to convey this Information to Ms. Ducre however, Chief Kaminiski informed him that he has had a number of conversations with her. Commissioner Cervantes stated that for him this matter raises some questions/concerns because it sounds as though the Police Department is exempt from any kind of citizen action and that the Chief of Police can do what he wants? What about cases of abuse? Can the Police Department be sued or what can one do to get justice? Mr. Tent' responded that the City of Evanston can be sued for physical abuse. When a complaint comes before the HSC they get a synopsis of the complaint; the Aldermen question the Chief regarding the complaint and If they disagree with him they will ask him to revisit the Issue or take another look at It because trey do not have the authority to change or Impose any discipline on an Officer regarding a case. Chair Cervantes stated he has high regard for Chief Kaminiski and thinks he is one of the better Chiefs for Evanston, he finds this totally Incredible that the Police Chief has total and complete authority to do whatever he chooses In terms of disciplining a PoUKxr an and that the citizenry or no one else can find out that information. Mr. Terry stated that thIs is in slate law; Police Officers discipline is covered by state statue. The Office of Professional Standards makes recommendations to the Police Chief who Is the arbitrator and acwuntable to the City Manager. State law prevents the City Manager from revealing to the public any discipline decisions made by the Chief of Police. Vice -Chair Ruffolo asked Mr. Terry if the City Manager can ask the Police Chief to change his decision because he disagrees with the discipline or the disposition of a case and instruct him to revisit the matter. Mr. Terry stated that he does not know the answer to the question nor know how much of the police or investigation record is public Information. With regard to the Ducre case, the Police Department can notify her that her complaint has been reviewed and whether they found It sustained, unfounded, etc.; the complaint will be discussed at a HSC meeting on a specified date and she is welcomed to attend the meeting to state her case. People have attended the meetings and restated their case to the Aldem)en because they felt they were treated Improperly. In addition to knowing that they were right or wronged, this citizen Is seeking to find out if the Officer who wronged them was punished in some way but that information is not shared with the public. Commissioner Cervantes stated that it does please him to know that there Is a process available to citizens even though they are not told what disdpline has been leveled against the Officer. Chair Buranda stated that if Mr. Terry does not hear from Ms. Ducre after writing her, then It could possibly be concluded that she is satisfied with his explanation. She stated that she experienced an incident that occurred a few years ago with the Police Department and the Officer in question came to her residence and apologized; she was satisfied but it Is possible that she might have had to appear before the HSC. f2pmissloner Lane moved UTat Mr. Terry cnmoose a letter of a22Lagy to Ms Ducre for the delay In m5yondIng to her letter• outline the high points of his memo dig.. the Ducre Com I int :state that Chief Kaminlskls determfnadon did not chanm: that the disposition of the complaint Is separate from personnel acdorr: and whether the Pollee dISC42 nary actions wenLmodified is not a mj&r of ublic Information. mould be awoved by the Exec uffi ° Committee and co-sl4ned 6v the Chair before mallino; Commissioner Cervantes secvnded the nvbon whlch was unanimously approved. For the record Commissioner Cervantes stated that unrelated to the Ducre Incident, the state law works In this situation which is particularly onerous for minorities when police actions have been taken and one cannot find out the outcome of an Incident and the citizenry deserve more. He suggested that In the fall the HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page 7 of 10 Commission revisit this matter by talking with Chief Kaminiski relative to human relations concerns. B. Brezezinsld Discrimination Complaint Mr. Terry apologized to the Commissioners for not being available at the May meeting to respond to their comments which he takes to heart. When he was asked by Mr. Crum to assume some of the responsibilities relative to the HRC, one of his mandates which he thinks was reinforced by some of the Commissioners, was to address/dear up some of the pending cases that have been outstanding for a Pony time. He reviewed the Brezezinskl file several times and the conclusions that he reached after having a couple of discussions with Mr. Molinary and the city's Law Department, as stated in his memo, is that he believes the potential exists that the Brezezinskis were treated in an arbitrary and unfair fashion by the Evanstonlan. However, he does not think they were treated In a discriminatory manner as it relates to a "protected class" and or "marital status"; he does not think it was shown or that there Is enough or potential Information to show such and he thinks that the timeframes Involved dearly undercut any potential further action relative to this case. There are two schools of thought in general relative to this case: (1) Whatever the merits may or may not be, all procedural tImeframes (relative to when the matter was first presented to the Commission in 2001), have been missed and to re -generate them at this point, it is very likely that everything will get challenged. The other school of thought Is that It could be argued to justify some of the timeframes, but It Is the substance that really matters. The question of whether or not to issue a subpoena for age data relative to people who moved into the building was called Into question by staff in the Law Department because they felt the age data was already In the Commission staffs possession; the likelihood of getting new or more definitive age data was unlikely. The age data that had been secured at this point showed there were people of various ages living In that building who entered the building at different ages. The building houses older Individuals because it Is an income based building that Is skewed towards older people who have amassed greater wealth. He Is convinced that the Idea of using age as a protected class which was designed to protect older people against discrimination by younger people Is not a strong argument. With regard to the marital status, there was at least one or maybe two other residents who, according to the file information, were not married when they moved In. Mr. Terry stated that unfortunately mediation was not pursued by the other side but the aggrieved side's starting point was an amount which the Evanstonlan, he presumes was skeptical as to how far mediation could go; aside from the Evanstonain's first response to this matter, he is not aware of any oommunication that has been received from there. Although delays are inexcusable there are systematic and organizational Issues when a case has been discussed by the Commission and some of the Commission's staff; when the matter Is taken from point a to point f, the Law Department does not take it from point f forward, they want to take it to point a and be given all of the background Information; and, there Is also representation when the complaint was sent to the them and they are pretty adamant as to when they received It and that Information Is in conflict Mr. Terry stated that he is not convinced there is a compelling social justice Issue that justifies the other allegations. To continue with this complaint in June of 2004 and deride to go forward, he is not sure where and how to so, even if he felt it was justified. Commissioner Cervantes stated that he agreed with Mr. Terry's overall conclusions however, there are some other issues that are troubling to him with at least three other cases. The first relates to Ms. Betsy Forgash, the Brezezinskis and Ms. Ducre. All three have some common elements - giving respect to Mr. Molinary and the fact that staff is so busy, but the concerns are documentation and communication other than verbal to dlerrts in a written form. He encouraged staff to think more about how they can avoid these long term kinds of Issues in the future and If they need help to address his concern, perhaps the Commission can assist in how this should be more effectively addressed. Chair Buranda stated that her concern with the Law Department Is the In between time that elapses from their initial receipt of a complaint and them determining whether there is a dispute or not and when they respond. if there Is no current policy In place then the Commission should look at establishing some prvoedures to protect themselves. Mr. Terry stated that aside from verbal reports that complicated factors HUMAN RELATIONS COMNIISSION MINUTES June 23, 2004 Page 8 of 10 regarding this case, Is that Mrs. Brezezinski is a division head within the city's Community Development Department, which resulted in occasional hallway conversations, which one side might have Interpreted as updates on the case and the other side did not view them as official communication updates regarding the case. Since he has been reviewing the file he has had one phone conversation approximately three or four weeks ago with Mr. Brezezinski regarding the case. Commissioner Lane stated that the concern she has had with this case is that with repeated questioning from Commissioners, staff has stated there was no information that could be given to them, although she did not believe It The second problem was when the Commission was questioning why it took so long to get the essential subpoena, they were told by staff nothing could be done and they would have to wait; both reasons are indefensible and hopefully they will not be repeated in the future. Commissioner Cervantes asked Mr. Terry if Mr. Brezezinski had any more rights at this point; can he pursue a law suit law and can the Commission's delay which was not In place, caused him to loose some legal remedy? Mr. Terry responded that Mr. Brezezinski indicated that the delay caused him to miss a deadline with the State's Human Rights Commission. However, the Brezezinskis, prior to filing their complaint with the HRC, appeared In court to get an injunction to stop the sale of the unit they were seeking to purchase but that injunction was denied and he assumes they elected not to pursue a standard law suit as it relates to this complalnt Mr. Terry stated that he spoke to the Law Department and Mr. Crum regarding this matter and both Individuals informed him that they felt he had the authority to make this decision regarding the axnplaint Commissioner Cervantes stated that he did not believe Mr. Terry should be held solely responsible for the decision made regarding this case because the Commission was responsible for the outcome and suggested that an apology be extended from the Commission as well. He further stated that the Commission concurs with staff that it is their opinion this matter should not go forward and believe this Is the appropriate decision because the Commission's a"edibility as a community Is at stake. There were no objections to Commissioner Cervantes' comments. He suggested that as with the Ducre letter, a letter should be prepared by Mr. Tent' to the Brezezinskis. Chair Buranda agreed with Commissioner Cervantes and said that she and Vice -Chair Ruffolo will meet with Mr. Terry to prepare a letter of apology to the Brezezinskls and discuss how matters such as this will be addressed in the future. C. Community Contacts The Commissioners reported the results of their contacts with key individuals of community groups and organizations whom they talked to, as a means of determining what are some of their concerns within the Evanston community. Commissioner Hagemann requested that the Commissioners share with her how they Initially approached these individuals and what information the Commission Is seeking from them. Copies of Commissioner Sullivan's documented telephone contacts that she had with community leaders and their fist of concerns in Evanston was given to the Commissioners and staff to review. Commissioner Hagemann felt the Information would help her with future contacts. Chair Buranda stated the Commission's primary purpose in reaching out to these groups is to make them aware of the Commission's existence and to determine what are their concerns. Vice -Chair Ruffolo stated that once he contacted an Individual, he Introduced himself and said the Commission Is In the process of conducting an Information and fact finding process to determine what do the community organizations feel in their perception, are the more important issues facing the community? Before the conversations ended, he asked the Individuals "Have you or your organization had any experiences dealing with, in the past, the Human Relations Commission or any other Commission or Committee from the City of Evanston? If so, what was your experience like? He gave the Individual his phone number and e-mail address just In case they wanted to share some additional information. He stated that the goal of the HUMAN RELATIONS COMMISSION MINUTES June 23, 20N Page 9 of 10 Commission is to determine the best way to address these concerns but along the way, also determine whether they relate to the Commission; if they do not then the Commission's responsibility is to pass those matters along to other responsible or appropriate entities that have more jurisdiction over them than the HRC. Commissioner Lane stated that she met with people individually and In doing so she gave them a copy of the Commission's Mission Statement which includes its responsibilities; that framework can tell them where the Commission's efforts lie. She stated that people were excited that the Commission was reaching out to them and established some ways to interact with them In the future. She met with Mary Gavin and various staff members of the Roundtable: Ms. Gavin -communicated that the most important thing the HRC can do Is public education to keep the values of equality and diversity on a high visibility plain with a chance to affect attitudes. Ms. Gavin offered the pages of the Roundtable for not only letters from Individual Commissioners but staff written articles about things the Commission wants to discuss. Maybe the overall results of the continued survey would be grist for the mill for an article. She stated that just as Commissioner Sullivan's survey indicates, affordable housing was the most Important issue related to her survey. Commissioner Cervantes stated that he followed Vice -Chair Ruffolo's format, however, he Is suspending his survey because he will be out of town from July 2"' through August 26. Chair Cervantes stated that the Education Sub -committee met and had a very productive meeting. He stated that as the Commission took at the long term strategy for education, two challenges stand out. (1) Eventually the City Council needs to get involved and, (2) there needs to be some kind of joint minority statement from several different constituencies In the city. The long term effectiveness of education on the city suggests that Districts 65, 202 and the City Council have got to get together more regarding what's going on; Its up to the Commission to think about how to orchestrate that. He will e-mail the particulars of the meeting to the Commissioners. Chair Buganda stated that she attended a meeting on Friday afternoon that somewhat encapsulates the joint minority statement. Mayor Morton and all of the administrators from Districts 65 and 202 were there; that meeting was hosted by District 65's foundation and another was taking place on this date. Commissioner Cervantes asked Chair Buranda if it was possible for him to get a copy of the minutes for the meeting she attended. Chair Buranda indicated that she will get the minutes from the superintendent. VIL NEW BUSINESS Chair Buranda announced an event commemorating the death of Ricky Byrdson that will take place on June 2EP at NU, from 7-9 p.m. CommisslonerSullivan retumed fiam the EDCmeeting next obwto reportlnfvr wdw regarding ttAe Wes&de 771. Commissioner Sullivan reported that approximately fifteen to twenty people were in the meeting. They were representing various constituencies that are part of the Evanston Community Development Corporation, which is a non for profit corporate group, representing people who own property in the Dodge/Church area and others. Various people have coalesced to propose to the EDC their plan for a specific region. The group Is requesting a grant to conduct a TIF stlydy; they have already conducted a partial study. The group's three main objectives were: (1) to provide more affordable housing; (2) getting young men and women off the street by developing some job training; and, (3) provide mentoring and developing finances for more businesses In that area. The first stage of development Is between Darrow and Church; one owner has already begun renovating three buildings in the area which are 1823, 1913 and 1917. The group wants a variety of things from the city such as: rebuilding of the Infrastructure In that area (walks, lights, parking, etc.); rehabbing grants for affordable housing; tax Increment of finance district; assist In developing greater HUMAN RELATIONS COMMISSION MINUTES June 23, 2004 Page 10 of 10 safety and deanliness in the area. Commissioner Sullivan referred to the architectural prints that Mr. Terry gave the Commissioners to explain the plans for retail and housing structures. The group wants to appear at the next EDC meeting with more clarification regarding the map area that Is being proposed. Alderman Feldman stated that he was pleased with the coalition of people in attendance and that he inclined, if the group provides more clarity regarding the map region, to recommend that the TIF study monies are granted them. Chair Buranda asked Commissioner Sullivan if the same developer is responsible for the three developments that Commissioner Sullivan mentioned? Commissioner Sullivan responded that this was not communicated at the part of the meeting she attended. She stated that although a TIF has not been granted it appeared as If the group started moving because they wanted movement. She did not hear where the money came from but the group received a twenty thousand dollar grant from some source to help in the development of the Initial plans; the man who did them has been working pro bono. The group does have coalition with First Bank and Trust and might get some money from the Methodist Board of Pensions because they do some work with affordable housing. It was determined that it is not necessary for the Commission to provide Input regarding the Westside TIF Issue at this time. Cornmtssioner Sullivan requested a minute to share with the Commissioners her experience regarding the Interviews that she conducted. The question that she asked all of the people that she talked to was: "What do you think the top b to 8 key issues are In Evanston?" Their responses provided her with the Information that she prepared for distribution to the Commissioners and staff. It was determined that each Commissioner would continue their outreach by selecting three groups and e- mail the results of their contacts to each other and Ms. Thrower. Mr. Tent' cautioned the Commissioners that since they are conducting some public business (i.e., their surveys) with private e-mails, at some point staff needs to have a public record or packet regarding the type of information they are involved In. Commissioner Sullivan asked the Commissioners and staff not to share the Information that she gave them regarding her interviews because she did not ask each person's approval for distribution. There being no further business, Chair Buranda adjourned the meeting at 10:30 p.m. Respectfully submitted by: Dorothy Thrower executive Secretary -- HRC 1-4 C�z DatK EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, July 28, 2004 7:00 p.m. — Room 2402 APPROVED ODMMI IONERS PRESENT: Schona-Chair; Larry Ruffoio-Vice-Chair; Mavis Hagemann; Jan Sullivan; Samuel Thomas and Kristin Fifles-Rowe OOMMISSIONER(S) EXCUSED: Michael Green, Michael Cervantes and Pat Lane STAFF PRESENT: Dorothy Thrower, Secretary and Rafael Molinary L CALL TO ORDER — DELCARATION OF QUORUM Chair Buranda called the meeting to order at 7:10 p.m. and declared a quorum was present: She stated that Commissioner Green called and informed her that he would attend the meeting later. EL INTRODUCTION OF GUESTS AND VISITORS There were no guests or visitors present. 1M APPROVAL OF MINUTES — JUNE 23, 2004 MINUTES Chair Buranda called for approval of the June 23, 20G4 minutes. Commissioner Sullivan requested the following changes: page 3, the following words be eliminated from her motion: "... and that paswge ofan Induslonaryzoning ordinance. ; page 4, 1& paragraph read: "CommissionerSullivan moved Mat the HRC extend the vital that was prepared in support of the Indoor [lean Air Act. to Include rental a and condominlurrms , (lire minutes will reflect that there was no acdon on the modon,�, and page 9, last paragraph, third line should read: "... who own property in the Dodge/Church area and others " Chair Buranda stated that she and Vice -Chair Ruffolo will be more alert in fuWre meetings to make sure that some type of action Is taken on motions that are made. Commissioner Hagemann moved to approve the minutes with the noted corrections. The motion was seconded by Vice -Chair Ruffolo and unanimously approved. IV. INTRODUCTION OF INTERIM CITY MANAGER, JUDITH A. AIELLO Chair Buranda stated that Ms. Aiello was unable to attend the meeting. V. COMMITTEE REPORTS A. Hong — Further Dlscusslon of Affordable Horsing InlVa6'ves Vice -Chair Ruffolo stated that everyone should have received the tool kit as well as the affordable needs assessment from the Housing Commission to review. He passed out a proposed policy statement that was developed by the task force from the Housing Commission (HC) and sent to the Planning and Development Committee (P&D) for their review. Rob Grossinger who Is a task force member of the HC made a presentation on affordable housing and discussed the proposed policy statement at the June 23rd Human Relations Commission meeting (HRC). Vice -Chair Ruffolo stated that Donna Spicuzza Informed him that this document and some others were retumed to the task force and the HC for further work because there was some disagreement regarding some of the options or characteristics proposed; the HC is still In the process of revising their complete statement before they reintroduce it to P&D. He stated that a motion was made at the June 23rd for the Housing Committee and the HRC as a whole to determine whether the Issue of affordable housing is an Issue that should be brought before the HRC to act on? If so, what kind of statement HUMAN RELATIONS COMMISSION MINUTES July 28, 2004 Page 2of7 does the HRC want to make the HC, P&D, the City Council, etc., regarding its position on affordable housing? Vice -Chair Ruffolo feels that the Commissioners do not have the expertise to determine which proposals would work best for the city. He informed Ms. Spicuzza that the HRC would review the policy statement and decide whether It would or would not support the task forte's statement; she informed him that If something is prepared it should be presented in September. Since the HRC does not meet until the end of September something would have to be presented to the HC sooner. He stated that If the HRC wanted to prepare a preliminarily statement it should take place at this meeting because the HRC would not meet In August Commissioner Sullivan asked lice -Chair Ruffolo if it is possible for a meeting to take place in early September regarding this matter after the HRC has had time to review the policy statement and the other materials? Vice -Chair Ruffolo responded that anything Is possible. Chair Buranda stated that a meeting In September is a consideration but asked how many Commissioners have had a chance to review all of the affordable housing materials to have a discu�sslon? She stated that HRC could Invite a range of experts to disci and offer thelr opinions regarding affordable housing but time Is a factor in terns of the getting the HRCs recommendation out by the September meeting. Commissioner Floes -Rowe asked what kind of statement is the HRC wafting and what Is Its purpose? Nice- Chalr Ruffolo reiterated his earlier comments that he does not believe the Commissioners have the expertise or capability (speaking for himself and not necessarily the other Commissioners), to recommend specific options regarding affordable housing. After all the HC task force spent several months researching this Issue which Is still being discussed because trey do not have a final plan. He stated that the HRC could develop a general statement supporting the efforts the HCs proposed policy statement and If this Is the case does the HRC need to have a special meeting and Invite experts to talk about all of the options because the HRCs statement will not address those issues. Commissioner Frfles-Rowe stated that she agreed with Vice -Chair Ruffolo. Commissioner Hagemann stated that this is somewhat a philosophical issue In view of who the HRC Is. Dads the HRC say that for human relations in Evanston does the community need this and perhaps It should create Its own statement; something similar to Its smoking ban statement. Commissioner Fifles-Rowe stated that she thinks the HCs proposed policy statement is already aligned by having supporting documentation. The first paragraph of the policy statement refers to having a range of housing options for all people who We and work In the community which reaffirms the HRCs mission. The HRC Is not looking at the economic Impact to the city, zoning or other things. Commissioner Hagemann suggested that the HRCs Housing Sub -committee develop a statement based on the Information that has been discussed In support of the HCs policy statement. W4-C7`talr Ruffolo moved that the HRCs Housina Sub-wmmlttee W11 set a h'me to meet In Ate gjbr & ,yrp= gtoz&tg d statement in reswnse to the aft orda-& housina 1$5w bet V PIED and the HC. W11 &M be. -submitted to all the otf7 HRCmem&Ys har ffia6r. oroval by e-ma11. 77�e motion was servr J!k Mmissloner Haaemann and unanimous/r avnroved At this juncture of the meeting Chair Buranda recognized Judith A. Aiello. Ms. Welt introduced herself and stated that she is the Interim City Manager who was appointed by the City Council, to assume the responsibilities of Mr. Crum who retired from the dty on July 11�. Her appointment period Is from July through October, at which time it Is anticipated that resumes will be reviewed, Interviews will be nonducted and a new city manager will be selected. She Informed the Commissioners If there Is anything she can do for them during this time she will be happy to do so. Ms. Alelo has spoken with Mr. HUMAN RELATIONS COMMISSION MINUTES July 28, 2004 Page 3 of 7 Fontana who has agreed to conduct the HRC's staff retreat which is anticipated to take place In September. Chair Suranda thanked Ms. Aiello for attending the meeting and providing Information regarding the upcoming retreat. Chair Buranda stated that the Community Issues Sub -committee has not been able to meet due to scheduling conflicts. They will most likely meet in September. Commissioner Hagemann stated that the Education Sub -committee was unable to meet since Commissioner Cervantes has been out of town but she has been keeping abreast of educational Issues. VI. MEMBER UPDATES ON COMMUNITY CONVERSA77ONS Chair Buranda stated that she received an e-mail report from Commissioner Lane regarding her community contacts. She asked If everyone received the e-mail. Ms. Thrower and Commissioner Hagemann stated they did not receive IL Chair Buranda stated that some of the Commissioners Indicated they would not be able to make any more contacts during the months of July and August due to vacation their plans. Ms. Thrower reminded the Commissioners that at the June 23rd meeting, Mr. Terry informed them that since they are communicating through private e-malls, it is Important that they, as city government volunteers, should send a copy to Ms. Thrower of everything they do that Is related to city business (i.e., contacting community group Individuals, etc.). It was determined that each Commissioner would forward their contacts to W. Thrower and she would then e-mail all contacts to each Commissioner; each Commissioner's contacts under their names In a document file. Commissioner Sullivan stated that she believes It is Important to provide feedback to those Individuals who have communicated their interests or concerns whenever certain issues are being addressed by tine city or the HRC If it can; the objective Is to view this body as a viable group. She stated that she talked to someone at Evanston Affordable Housing who informed her that predatory lending had been mentioned as being a problem several times at their meetings. She asked staff if this matter has been brought to their attention? Are brokers targeting elderly and narve Individuals to solicit high cost mortgage loans that exceed the income levels of these people? Mr. Molinary stated that staff can respond to these types of complaints but they would not be investigated In the same manner as a standard fair housing complaint or a renter Issue. But it is a different case for someone who is being dissuaded or persuaded from purchasing property because of the various elements and documents that are required by bankers and mortgage lenders to gather information regarding income and expenses. Commissioner Sullivan stated that she was not eluding to discrimination but rather to exploitation where an elderly person is given a loan which he/she is not eligible and consequently the property might be foreclosed upon wtvch Is a form of targeting. Mr. Molinary stated that If someone did bring this type of complaint to staff, there Is nothing legally that allows this department the authority over unscrupulous practices by lending Institutions. Commissioner Ftftes-Rowe stated that the Evanston Review recently reported on this type of lending that took place with a former Aiderwoman and local Evanston resident Typically It is not a buying loan but a refinance. The target Is discriminatory In the sense that it is usually an older widow with perhaps mounting medical bills or who Is asset rich and cash poor; also, the predatory lenders for sub prime loans are frequent minority communities. Therefore, this Is an act of discrimination but not a denial of a loan. She suggested that perhaps the role of the HRC should be that of beginning to educate Individuals by conducting HUMAN RELATIONS COMMISSION MINUTES July 28, 2004 Page 4 of 7 workshops on predatory lending. Commissioner Sullivan stated that the group she interviewed is starting to train people to be alert to unethical brokers and to ask a dient who are exceeding their income, if they have been approached to refinance. Mkhelle Taylor at Evanston Affordable Housing has begun this effort with Pat Vance (CEDA Neighbors at Work); other agencies have also begun an education process and thought it might be possible for the HRC to connect with them as co-sponsors. Chair Buranda stated the Commission needs to further discuss or review documentation regarding this matter before deciding to get involved. Ms. Alello stated sometimes issues such as this are presented to the Housing Planner in The Community Development Department and suggested that contact is made with Individuals to see If some Information its available to discuss this issue with HRC. She will contact staff in Community Development to see if there is some Information that can be given to the Commissioners before their meeting in September. Commissioner Thomas stated that the same mortgage company that duped the former Alderwoman called him and he had to tell time man "no" about five times before he could get him off the telephone. Mr. Molinary stated that the HRC has to tread carefully if they decide to go further with this matter, because this is not the standard fair housing complaint with regard to renting or purchasing, based on one's race, age, sex, etc. There Is an entire conglomeration of decisions that are made to lend money; the default by the buyer Is also brought in which Includes actions, inactions and omissions that happen, including firings, loss of lrKome, major medical history, etc. He stated that If the HRC is not careful it might be accused of making certain leap frog assumptions about the purchaser's default. He stated that the HRC might want to consider making some comparisons; what are rates of defaults for non Blacks, on Hispanics and non seniors and then make some comparisons to see if there are stark differences; what are the factors and are they really even. Commissioner Sullivan stated that this is why having research is important for them to review. Commissioner Sullivan stated that if the HRC set some objectives as a result of the surveys that are being conducted they should review It carefully, tally It and determine what the priority issues are in Evanston that need to be addressed Immediately. Commissioner Fifles-Rowe stated that she would like the Commission to determine whether it should be concerned about the rising number of pay day loans stores that are coming into Evanston; her interest lies in the high rates of Interest that are required on loans made to Individuals. Chair Buranda stated that perhaps this is a matter that could be addressed to the Human Services Committee and asked to provide some feedback. She will follow up on this matter and if possible invite someone to provide some Information as well as the predatory lending issue. ViL DLSCUSSION OF POSSIBLE PUBLIC INFORMATION ACTIVITIES Vice -Chair Ruffolo stated that he placed this item on the agenda to determine how can the Commission get some good PR about what they are doing In the community. Based on several Interviews that he has conducted In time community, he was told that most people have heard of the HRC but many of them do not know what it does. After a brief discussion the following suggestions were offered: •Update photos of the current HRC members that are city's web site; HUMAN RELATIONS COMMISSION MINUTES Jul 28, 2004 Page 5 of 7 •Ms. Thrower will check with Donna Stuckert to find out if she included an article in Highlights last year about the HRC; •Provide a list of the HRC's current activities in Highlights, The Evanston Roundtable, The Evanston Review, eta; Viler. REVIEW OF PROPOSED NEW TIMELINES FOR FAIR HOUSING INVESTIGATIONS Chair Buranda and the Commissioners thanked Mr. Molinary for preparing the fair housing timelines as the result of a request at the June meeting. It does seem that these new proposals will set deadlines for the Pam- W. Molinary stated that he read over the current procedures and attempted to Insert more specificity and time frames. He made some suggestions and gave them to Mr. Terry for him to review, and with his approval they were submitted to the Commissioners for their information. Traditionally staff has always provided the named complainant and respondent with a copy of the rules and fair housing ordinance. Therefore, if he/she gets a copy of these rules they will not have to ask many questions because the Information Is already there induding the time frames. Information regarding the use of extensions will be clear to the parties. This extension language makes it dear that If the parties agree to same, the extension cannot be used against either one further on In the process as a procedural flaw. The objective is to avoid issues like in the Brezinski matter. These new procedures give the parties a sense of the time lines involved, what Is happening, how the extensions come into play and more or less when the process will come to an end. One hundred days is the standard Investigation period. Thirty days Is one built in extension period. The Executive Director will now have sixty days In which to make his/her assessment regarding the case, totaling one hundred and ninety days. The Legal Department can extend the period for one thirty -day extension If nersary before a final decision is issued by the Executive Director. He stated that the parties therefore will know that within two hundred and ten days at the latest, some decision will be Issued by the Executive Director. They parties will be issued a copy of the procedures and will know pretty dearly what the time gukielines are and, when more or less, the Investigation process will end. The rules also contain an "amendment to the charge" rule, giving staff an additional sixty days In which to complete the process, in addition to the two hundred and ten day rule. This amendment issue came up In the Brezinski matter, as well. There was some confusion about the effect of an amendment on the Investigation time lines. W. Molinary stated that once the Commissioners provide Input regarding this matter and their opinions are given to Mr. Terry, he will then probably give the rules his approval and they will be final and effective. Staff may be asked by Mr. Terry to provide additional Insight or revisions before final approval. For clarification these are the procedural rules and regulations for the processing of fair housing charges. At the request of the Commissioners copies of the original rules are available and staff will provide said copies to them before the next meeting. Vice -Chair Ruffolo asked Mr. Molinary to explain the perfection rule. Mr. Molinary responded, stating that tie Is a process by which complainants only have a certain number of days In which to file charges. In fair housing cases this Is a one year time table. What happens Is that complainants will come in at the very last minute and file unperfected charges. These charges do not have all the essential elements of a charge, such as the proper names, parties, or ail of the elements of a prima fade case and Is therefore, Incomplete and unperfected. But, In order not to penalize the Individual regarding the filing of the unperfected charge, staff usually sends the complainant a notice Informing he/she that they now have ten days to perfect the charge and to submit the necessary information which was missing In the complaint. Usually the perfection period is from ten days to fourteen days. If the complainant then provides the requested Information then the complaint Is considered filed on the day of the original submisslon as a properly filed "perfected" charge. HUMAN RELATIONS C0SINUSSION MINUTES July 28, 2004 Page 6 of 7 This Is called the "perfection period" which does not penalize Individuals for filing an unperfected charge which would otherwise be deemed untimely filed If it was not perfected within the ten or fourteen day time period. If the complainant fails to provide the necessary information to the agency, then the agency will treat the charge as untimely filed because it was not perfected within the perfection period. This is a legal fiction but it serves to help complainants to perfect their charge. If the charge is not perfected, more than likely It was never Bled on time; no action Is then taken. There probably needs to be clarification in the rules stating that If someone files an unperfected charge and then fails to perfect it within the perfection period, this person can still re -file a new complaint as long as there Is still time left in the original one year jurisdictional time line. The remaining issue might be that when the party flies a new charge within the remaining jurisdictional period, are they provided with an additional perfection period as well. This Is the type of decision that Mr. Terry will probably have to decide at a later date. These complainants are really getting two bites at the apple. They may have to be told that they only get one perfection period for a case regardless of how many times they may file the case within the jurisdictional time period. Chair Buranda stated there are two cases that the Commission is trying to dose that have come under question because of the time taken to Issue a decision and these rules seemingly will address the time Issue. Mr. Molinary stated that staff will be glad to provide them with copies of the original rules before the next meeting. Commissioner Sullivan stated that with regard to the having a retreat and before she can vote on the suggested time lines, she reeds to understand and be trained in the Fair Housing Ordinance and how It Is processed by the Department It would be helpful for the new people to understand how this all works and perhaps Rafael or someone else can speak to how the fair housing charges are processes in the agency. This will be helpful to know hopefully this training could be worked into the meat. Ms. Thrower stated that Ms. Haynes and Kathy Brenniman from the Law Department have outlined the process in some past minutes. She will retrieve those minutes and send copies for the Commissioners to review which might assist them in making their decision on the proposed time lines. Chair Buranda stated she will contact Mr. Terry to clarify when he expects to receive some feed back from them regarding the proposed time lines. Mr. Molinary explained that if the Commission/staff does not comply within the time lines of meeting the 210 days investigation and Issuance of decision period, then a policy decision has to be made by Mr. Terry. The question or policy that needs to be addressed Is whether the Commission's omission (of non compliance), either prevents or allows the complaining party to move forward without a decision. If such party moves forward will the city be responsible for the allDmey fees necessary to finance the prosecution of the case. Commissioner Sullivan requested that Mr. Terry Issue a policy decision to be inserted in the procedural rules regarding the Issue outlined above by Mr. Molinary before or at the September meeting. DL OLD BUSINESS The Commissioner stated that they had reviewed Mr. Teny's letter to the Brezinskis regarding their fair housing complaint and that they supported its contents. Vice -Chair Ruffolo stated that the Commissioners had requested staff to prepare a statement regarding the smoking ordinance but it did not reach the Human Services Committee in time, however, the City Council did receive it and the ordinance was passed. HUMAN RELATIONS COMMISSION MINUTES July 28, 2004 Page 7 of 7 X. NEW BUSINESS The Commissioners took some time to establish a date for the anticipated retreat, Vice -Chair Ruffolo stated that since the return of Ms. Haynes is still uncertain at this time, they need to move forward and set a date. Chair Buranda reminded the Commissioners there will not be a meeting in August. Vice -Chair Ruffolo stated that he and Chair Buranda would like to receive Input all of the Commissioner regardng what they would like to accomplish. He and Chair Buranda would then contact the consultant and set up a meeting day and provide him with the information received from the Commissioners. Ms. Thrower stated that she will provide the Commissioners with the goal and objectives that were outlined at a retreat approximately three years ago. A2=nhm orrerSu/llvan moved that the Commission hm-a � �LaY-m=, ► & a hallow uQ Jn nh7e monft of A if dav, to see if thev are the thQ ob li?S!ix . No action was taken on the motion. Vice -Chair suggested that the Commission find out if the consultant feel this an appropriate thing far therm to do after the retreat. It was agreed that the Commissioners would e-mail Ms. Thrower as to whether they will be available elther the first or second Saturday In October. Chair Buranda will e-mail Commissioners Green, Cervantes, and Lane to find out which of the two Saturdays they are will be available. XL ADJOURNMENT There being no further business, Chair Buranda adjourned the meeting at 9:20 p.m. Respectfully submitted: lei Dorothy rower, 6ceoutive Secretary /Date EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, September 22, 2004 7:00 p.m. -- Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda,Chair, Larry Ruffolo,Vice-Chair, Mavis Hagemann; Michael Geen; Jan Sullivan; Kristen Fides Rowe; Samuel Thomas; and Michael Cervantes COMMISSIONER(S) EXCUSED: Pat Lane STAFF PRESENT: Jay Terry, Dorothy Thrower and Rafael Molinary GUESTSNISITORS: Sibyl OPfutt, Mary Gavin -Evanston Roundtable, Hollis Settles, Jr., Leon Fortino- Evanston's Latino Organization, Madelyn Ducre', and Carolyn Coglianese L Call To Order — Declaration of A Quorum Cbair Buganda called the meeting to order at 7:10 p.m. and declared a quorum was present. IL Introduction of Guests & Visitors The visitors introduced themselves. Paula Haynes also attended the meeting. IIL Approval of Minutes — Meeting of July 28, 2004 Chair Buganda called for approval of the minutes for July 28, 2004. Commissioner Hagemann moved to approve the minutes. The motion was seconded by Commissioner Sullivan and since there were no corrections, the minutes were unanimously approved as submitted. IV. Committee Reports A. Housing 1. Affordable Housing Commissioner Fifles Rowe reported that she and Vice -Chair Ruffolo met with some individuals from the Interfaith Housing Center (IHC) on August 31 a. The purpose of the meeting was to obtain some education regarding affordable housing and predatory lending that is affecting people in Evanston and other areas. The presentation revealed that the issues art much larger than they imagined. She and Vice -Chair Ruffolo would bike to invite staff from the THC to a Commission meeting to make a presentation. Some of the issues discussed in addition to predatory lenders were Section 8 and Community Land Trust.. Interfaith Housing Center staff stated that they refer approximately twelve to fifteen calls a year to the Human Relations Commission. Commissioner Fifles Rowe stated that the list for Section 8 Vouchers is completely closed and the complaints from potential tenants are that they think this is due to race. Interfaith Housing Centex is trying to formulate some type of method to test whether this is the case or not. Predatory lending has been discussed by several groups including Evanston, but the feeling is that there must be some way to consolidate all of the efforts and have one entity available for individuals to call for assistance. Yice-Chair Ruffolo arrived at the meeting. Commissioner Hagemann stated that site is attending the fair housing advocate training that the IHC is currently conducting and encouraged everyone to attend; the training will be repeated in October. There is a tremendous amount of information and she feels the Commission should conduct its own fair housing testing because it needs to be aware of the isstrrs because the IHC cannot do it all. Vice -Chair Ruffolo stated that his understanding of the IHC mentioning a proposed coalition was because they see the HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 2 of 9 city having different entities working independently of each other and not enough combined efforts to work on issues such as predatory lending and affordable housing. They (IHC I wondered if there is a way that the Commission could advocate for a coalition building amongst the city entities to tr% and be more effective in addressing these issues. Commissioner Hagemann stated that aside from cin groups who are taking the fair housing training there are different independent groups who are also involved; they are looking at these issues and have expressed their concerns. The primary question they have asked is: "Where can I go when I think there is something wrong?" She stated that many of these individuals were not even aware of the Commission's existence; this is a complicated issue because some individuals do not have any place other than the count} or the IHC to address their concerns. Commissioner Greene asked Commissioner Hagemann to clarify whether the Commission will be asking the IHC to conduct the testing or the Commissioners becoming testers, and what kind of process is required to obtain the information; how time intensive would this be to train individuals to be testers and possibly duplicate the information that Interfaith is already generating? Commissioner Hagemann responded that the IHC has not generated any testing information for the Commission since 2000. She did talk to a couple of Evanston residents who have conducted testing but not in this community; she did not have a definitive response for Commissioner Green. Commissioner Thomas asked staff if the Human Relations Dcpartment conducts testing if a potential tenant/purchaser believes he/she have been discriminated against during their search for housing? Mr. Terry responded to the question. He stated that testing essentially means people posing as renters or purchasers who are comprised of various races and genders, to determine if there is disparate treatment. He stated that approximately fifteen years ago the City of Evanston was very involved in testing which resulted in several law suits against realty firms. During the past ten years the issue of continued testing has been discussed and perhaps some small efforts done but the city's budget constraints have been a major reason for the lack of intense testing. if a test is conducted there may be problems and if there are problems there is an obligation by the city to address them which entails costs. This is probably an issue that has not been confronted directly with the City Council and/or the City Manager's Office in terms of what portion of the city resources are willing to be put forward to support testing. In the current Community Development Block Grant (CDBG), funding of fair housing is used to support one and one-third job positions within the department; there is currently a very small amount of unspent monies for testing this year and there are no plans to spend it although it could be used if necessary. Mr. Terry stated that a new funding hearing will be taking place with the CDBG Committee and presently there is not a single fair housing complaint before the Commission or its staff. Calls are received by Mr. Molinary who counsels the individual(s) regarding their issue but there are currently no formal complaints that he is aware of. This is an interesting position for the Commission because it could appear that everything is fine and there are no housing issues. If the prosecutable complaints have not been filed then what burden is placed on the Commission to find them and this is something that has not been done in the last year or more. One would expect advocates such as IHC to look to the city to be more aggressive in that area. Chair Buranda stated that she thinks the Commission is making some progress regarding housing issues relative to the amendments to the Landlord and Tenant Ordinance (RLTO). She stated that perhaps the Commission can become more involved or gamer much of their efforts depending on the outcome of the IHC testing results with Section B. B. Predatory Lending & Foreclosure Vice -Chair Ruffolo passed out some information regarding predatory Iending for the Commissioners to review. He thinks the Commission should take a look at this issue and determine what role they can play in it and he is open to other ideas from people and what if any action should be taken. Commissioner Green recalled a situation that took place amongst the residents when a District 65 building was crated on McDaniel. individuals were told that the property value would go down and suddenly the neighborhood was blanketed with information from no risk companies and other lending information. There are several elderly people in the area that might be on a fixed income; some might own a house — equity rich and cash poor, this makes many of them prime targets. He stated that because this false information was disseminated there is a possibly that many elderly people may have HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 3 of 9 refinanced their home to get more money. Commissioner Sullivan stated that %hen she spoke to staffat IHC some months ago, they told her they had received several referrals regarding predatory lending. She thinks it would be helpful to the Commission for the IHC to attend a Commission meeting and provide some statistical data regarding the number of complaints they have; what populations have been hit; patterns in terms of location in the city; age and racial groups. She asked if IHC provided any statistics regarding the predatory complaints that they have received. Vice -Chair Ruffolo responded that he did not recall that being given, however, IHC did charge the Commission with the notion of using the powers and resources of the city to find out this information and what has the city done to address this matter. Commissioner Sullivan asked staff if they have received complaints regarding predatory lending? Mr. Terry responded that this certainly is a major issue with the Commission On Aging (COA), which older adults have found themselves in over their heads. It is a complex and nuanced issue, in that virtually every predatory lending case that the COA has worked on, there has been an adult child and or a niece or nephew involved in securing a loan. There are people in stressful economic situations that see the potential cash value of property in Evanston which makes it a much more complex situation to resolve. He stated that he looks at the Evanston Review on a weekly basis and the weekly average of foreclosures is usually around seven or eight; how many of those are related to predatory lending is unknown. The latest data that the COA has from 1999 indicates there were 40 cases in Evanston however, he believes that number is higher given the fact that housing values have increased and people who see themselves sitting on a significant property value try to get some cash from it. Commissioner Sullivan asked if someone could interpret a couple of charts that were enclosed in the meeting packets. One of the charts cited the "Top 25 High Cost Lenders/Servicers" and the other was the "Top 25 Sub prime Lenders/Servicers", that provided information on foreclosures stated on reported FHANA loans, including some other information related to predatory lending which was provided by IHC. Commissioner Fiffes Rowe responded that the documents Commissioner Sullivan referred to were discussed at the August 3 1 " meeting. She explained that IHC was reluctant to accuse the named lending institutions on the charts as being predatory lenders but the interest rates charged by these businesses are above what an owner who has good credit might get. She proceeded to share additional information relative to the documents that were given to her and Vice -Chair Ruffolo by IHC. Commissioner Sullivan reiterated her earlier comments of inviting IHC to a Commission meeting to provide additional information regarding predatory lending. Chair Buranda stated the IHC will be contacted to see if they are able to attend the October Commission meeting and if not, then perhaps at their earliest convenience. C. Fair Housing Update Mr. Terry reminded the Commissioners that the statement they prepared supporting affordable housing was forwarded to the City Council and the Housing Commission. He is aware that Betty Sue Ester and some other individuals are circulating a petition to try and get the City Council to address the Inclusionary Task Force recommendations sometime soon however, it appears at the present time that the City Council is not inclined to address that issue soon. With regard to the issue of the city's entities there are now three boards and commissions looking at affordability or predatory lending. They are the Housing Commission, the Commission On Aging and the Human Relations Commission. He stated that perhaps the chairs of these Commissions could facilitate something and invite the fHC. V. Discussion of Police/Community Issues Chair Buranda referred to and read a press release from Police Chief Kaminiski regarding the incident that occurred on March 10*, that involved the use of force by two Evanston police officers upon a citizen while he was in the police station lockup. She commended the Cook County States Attorney's Office and Chief Kaminiski for the actions that have been taken as well as the timely manner in which all of this took place. During the live press conference that took place, she felt Chief Kaminiski was very open and worked hard to put to rest the charges and scandal that has emanated in the city. Ms. Aiello (Acting City Manager), stated that she and Chief Kaminiski were present at all of the police roll calls on Tuesday (September 2l °). He read his statement at each one and talked about not condoning the behavior that was HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 4 of 9 demonstrated by the two police officers. She thinks he is continuing to Jay the foundation with all of the officers, that this behavior is not acceptable and she believes the message was extremely clear. Following are comments from some visitors in the audience: Madeline Ducre is a Fifth Ward resident and did not realize this matter was on the HRC's agenda until she read it in the Roundtable and attended the meeting to hear what people had to say. She filed a complaint against an Evanston Police Officer sometime ago and although it was not for abuse or brutality, there are many things happening in community which she believes the HRC is not aware of. There are young people who are being harassed and the actions by the officers that took place on March 10'h is not a surprise; what is surprising to her is that someone was honest enough to bring forth the tape for it to been reviewed. Ms. Ducre stated that allegedly many young people have moved away from this community because of police harassment. She has presented this concern to the City Council approximately two or duce times and well as to Chief Kaminiski whom she thinks is fair to his officers and she is not implying that all of the offiem are violating citizens rights however, there are some who should not be on the Evanston Police force. Chair Buranda assured Ms. Ducre that the HRC is the right forum for her and others to air their concerns in order for the Commission to have dialogue and determine what measures it can take to remedy certain situations. She stated that the HRC are not privileged to know about all of the complaints filed against police officers, but it would like to look into ways to ascertain information, compile data and make recommendations as what measures can be taken to deter this t)pe of conduct that could happen again. Chief Kaminiski clearly has not allowed the officers to operate with impunity in this particular case. Cases of harassment, false arrests, brutality or any unjust treatment should be investigated and this is a Rood opportunity not to just take Chief Kaminiski's word for it in the letter because public trust and confidence has been shaken. In order to restore that some measures should be taken, perhaps by looking at what other precincts and jurisdictions have done in maintaining an openness and transparency within their departments. One of the changes she would like to see is a separate regulatory or independent civilian body that looks at and investigates these cases, Cb=issioner Sullivan asked Mr. Terry what is the process for filing a complaint with the Police if young person feels they have been unjustly treated? Mr. Terry responded that any citizen who files a complaint with the Police Department is given a CR number and Internal Affairs of the department investigates it and makes a recommendation to Chief Kaminiski. There are a range of findings from sustained, not sustained, and exonerated. There are several differences between some of those categories and the Chief is the final arbitrator of those decisions. He makes a report of all of his fiscal decisions to the HSC which is the entity that is used by the City Council to review police operations. The HSC does not have the authority to over rule the Chiefs rulings; they can express some concern or request that he take another look at the case but ultimately, he makes the final decisions relative to all citizen complaints under the present system. Commissioner Sullivan asked Mr. Terry if a copy of complaints are forwarded to any other entity? Mr. Terry responded that once complaints are finally adjudicated by the Chief, a copy of an individual's entire file is forwarded to the HSC. He stated the Chief does provide HSC with a numerical report periodically of pending complaints which are not submitted to HSC until he has made a ruling on them. Ironically the number of actual formal complaints has been consistently low (possibly less than ten), within the past three or four years. He stated that some citizens have bypassed the complaint process and chosen the court system to express themselves. Mr. Terry stated that various complaints from citizens against individual officers are brought before the HSC ranging from inappropriate search and seizure, some physical contact, over reacting to situations, verbal/physical, etc. He stated that the number of sustained complaints has also been very small. S)VI (grit wanted to know if there is a committee other than Internal Affairs that can follow thorough, i.e., someone within the city or the community, to make sure everything is on the up and up with the Police? Mr. Terry responded that only during his 15 year tenure with the city government does he recall there once existed a separate City Council committee called the Police Services Committee. He stated that the major reason the Chief is the final arbiter of complaints is due to the two track process of resolving citizen complaints against police officers, at the same time, there is always the potential should the complaint be sustained of a disciplinary action, you have officers who are also entitled to due process and trying not to compromise the personnel process is, at the same time giving a full and complete airing of HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 5 of 9 any citizen complaint is the difficult position that the Chief and any city official finds themselves in. Commissioner Green stated that in addition to his working at Evanston Township High School (ETHS) and the park, he also work in the community- and comes in contact with many of the youth. He recalled several individuals in South Evanston who were sent to prison for an alleged crime and returned to society, were harassed by the police but the individuals did not want to complain because they were found guilty once and did not know they should complain and felt this would go on for the rest of thew lives and that you cannot fight city hall or the police. He stated that when he is working at the park he has observed the police circling it six or seven times, never asking him or the supervisor what is going on and he knows that every youth there is wondering why is happening but no one is doing anything. Commissioner Green also recalled an incident that he experienced at the same park which he complained about and informed Chief Kaminiski of, at a Commission meeting several months ago. He does not know what happened regarding his complaint but he has watched the same scenarios play out time and again within the community. He stated that people cannot not be afraid and have to start speaking up and f:ling complaint after complaint until someone pays attention. 116, Ducre stated that when most people call Chief Kaminiski they think they are filing a complaint. She attended a meeting some time ago that included Aldermen Rainey, Newman and Baptiste where it was determined as Mr. Terry explained in his previous statement, that Chief Kamkiniski has the last word. She stated that perhaps the NAACP or the HRC should serve as an alternative body to file their complaints with rather than with the Police Department. Chair Buranda stated that the HRC is charged with at least reviewing the processes in which complaints are filed by citizens. Perhaps Chief Kaminiski could be invited to another Commission meeting to find out if other sources are available for individuals to fide complaints against police officers and what is the process. Perhaps it would be beneficial to citizens and the police if there is an independent civilian body available to review, evaluate and analyze a complaint and maybe publish it to the community at large. She is interested in knowing how often complaints are filed against specific officers and if there is a systemic pattern of abuse and is there a method used by the Chief to resolve these concerns as well as the recruitment, hiring and training practices for new officers. Chair Buranda thought maybe there should be a review of complaints filed rive years ago, i.e., how many were filed and the outcome. Mr. Terry stated that he agreed with much of what Ms. Ducre said because there are people who vocalize complaints to the members of the police administration which technically according to procedure is not a formal complaint. The number of complaints that he referred to earlier were given CR numbers and receive a complete Internal Affairs investigation. The Chief then submitted his findings for and they were forwarded to the HSC for their information. Whenever a case is ready for the HSC, the Chief or members of Internal Affairs writes the complainant, informing he/she of their right to appeal the finding to the HSC. The number of individuals who have utilized this step has been very low (maybe 3 people in the fast seven years). The HSC is the Iasi place for any discussion of a case. Chair Buranda recognized another visitor who attended the meeting. Leon Fortino is the President of the Latino Organization and is representing the neighborhood of Dodge and Church Street. He attended the meeting to listen to the discussion. Commissioner Sullivan asked Mr. Terry is there a second entity in other cities that are at least aware of and involved with investigations outside of the police forces themselves? Mr. Terry responded that there are other cities in the country that have some citizen review process. The last time that he looked at the subject was at the request of the HSC approximately ten years ago. He thinks staff would have to find out what is going on in other cities the size of Evanston. Chair Buranda commented that she is aware of a few other cities in states across the country including Chicago, who seem to be doing very well in monitoring, tracking and identifying the culprits who display the problematic conduct and practice of abuse. Vice. -Chair Ruffolo stated that as a citizen of the community and member of the HRC, it makes sense that in addition to the Police Department having their own internal affairs investigation there needs to be a citizens review board of the police. A entity that more impartial non police body would allow people to feel a little more comfortable and less afraid to report their complaints know something will be done. If a Police Services Committee previously existed, he would HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 6 of 9 like to see some statistics as to its effectiveness, i.e., how many complaints were registered during its existence versus what happened once it stopped to exist. Incidents such as the one that currently exists with the Police Department always raise questions as to whether it is being taken care of adequately and how does it reflect any other kinds of problems that may exist that he public is not aware of and are the hiring practices the most adequate available for screening out people who should not be in uniform. He would like to know more about these concerns as should the other Human Relations Commissioners and will advocate for action in this area and would like the Commissioners to take it upon themselves to conduct some research to find out what the situation was like before the previous Police Services Committee was disbanded. And, what find out what has worked and is more effective in communities in terms of addressing citizens complaints and a process that is comfortable for them. Vice -Chair RufTolo wonders how many incidents do occur, maybe not at this level or with this kind of public exposure, that do not get addressed adequately, what does the Commission do about this? The low numbers Mr. Terry mentioned are incredulous to him. Chair Buranda stated that her previous recommcndation of training be incorporated into the code of conduct that officers swear to uphold when they take their oath. Perhaps if an officer is working with a civilian body could possibly prevent obstruction of justice. She has read that officers do have a code of silence which prohibits and discourages them from testifying against a fellow officer. Commissioner Sullivan stated that she believes it would benefit the police to have a second review board because they then have the confirmation that they are open to a second group looking at a complaint and not trying to cover activities. They may even welcome the opportunity to have some outside group that would confirm the process of their own internal investigation; that it is well and effective. Vice -Chair commented that it also help the good officers of integrity to not be tarnished by the action of a few. Commissioner Green suggested that citizens contact the Police Department and make request to participate in ride -a -longs with officers because sensitivity training is very important. Commissioner Sullivan moved that by the next meeting. staffand some members ofthe Commissioners. irrvestioate and bring back to this bodv. existing information from other cities. some examples of best Practices used by other nolice review boards The motion was seconded by Vice -Chair Ruffolo. Chair Buranda stated that matter being discussed certainly is a human and civil rights abuse case and the victim is entitled to the due process of law. Someone informed her that there is an office in Chicago that represents individuals who are involved in police brutality cases. Mr. Molinary stated that the name of the office is "The Peoples Law Firm". At the request of Chair Buranda, Mr. Terry stated that some information could be obtained from the intemet and that staff would assist the Commission in obtaining some information they are seeking. Mr. Fortino staiod that he has lived in Evanston for sixteen years and moved to the Dodge/Church area six years ago. During the last two years he has been involved in the community; he recently completed a six week course with the Evanston Police Academy. He feels that the police are doing the best they can and they are professionals. A block club was formed in his neighborhood and some police officers came to assist and listen to the residents complaints and concerns. He stated that it is unfortunate as to what has taken place and feels this incident is going to cause a great deal of hysteria. Chief Kaminiski has assured him that he will assist him with any problems that may arise in his area Chair Buranda reiterated that the people need to be informed as to what is a complaint and if they are actually filing a complaint when they speak to anyone in the Police Department. She reiterated the importance of incorporating sensitivity training of diverse cultural backgrounds be included in police training especially for the young new officers. It is common in many neighborhoods for Latinos and Black youth to hang out side of their homes at 2:00 a.m., which is not ordinarily seen in Wilmette or north Evanston. This type of behavior can happen because the youth may not have enough cultural or recreational outlets to be involved. lust because a youth is in the street does not necessarily mean he/she is committing a crime. The Summer Youth Employment Program was developed to provide youth with a means of keeping them out of trouble and off the street during the summer. HUMAN RELATIONS COMMISSION MINUTES September 22. 2'004 Page 7 of 9 Afr. Fortino stated that at the last block club meeting, two young men attended and one ~wanted to know why adults are victims of in certain location and social gatherings. The police officers in attendance did not say anything but one of The neighbors asked him "Young ratan if don't like being picked up because they are dressing a certain way, why don't you change that? Why don't you try to hang out in a different place or wearing different clothes?" Commissioner Green stated that he has heard people make the same comments that were made by the "neighbor" because he works at the high school, but to target kids because of the clothes they wear, that is problematic. People should be able to wear anything they want on a street within reason and not be targeted as a gang banger, etc. If a police officer is targeting any individual because they have a Mohawk (hair cut), that is a problem; they just cannot do that. Mr. Fortino stated he agreed with Commissioner Green but ifa youth is hanging with some others who are causing a disturbance at 1:00 am. for the neighbors who have get up at 4:00 am., this type of behavior is unacceptable. Commissioner Greeragreed with Mr. Fortino but he was addressing the issue of kids being targeted by the police because of their dress, mannerism, or because they hang with a large group of kids. He stated that he was targeted because of the way he was dressed once while doing his job at the park. Commissioner Sullivan called for a question on her motion. Vice -Chair Ruffolo indicated that he wanted to move to amend Commissioner Sullivan's motion to include: The NRC father information about the current training that is eiven to the Evanston Police Department in addition to patherine information about effective civilian police review boards across the country to use as models: to also Zg&E it rormation to determine what are the components ofnalice that the officers receive in this city. Mr. Terry stated that Vice -Chair Ruffolo's statements could become a troublesome area for the Commission in terms of not only potentially some jurisdictional issues. One of the very difficult and awkward parts of the situation that the city finds itself in or that may inhibit the Commission from having a full discussion of these issues, is the more than one pending law suits relative police behavior. Any discussion by any employee of the city or a city board is discoverable tinder the law and he would hesitate to have staff do anything relative to accumulating information about police training with conferring and receiving some advice from the city attorneys or the City Manager's office; he has no problem looking into what other cities are doing about civilian review, but any inquiry no matter how superficial into the policies, practices or procedures of the Evanston Police Department needs to be looked at by some other people. Based on Mr. Terry's comments, Vice -Chair Ruffolo withdrew his amendment to the motion and offered a second amendment which states:... to include information not only ofcivilian review boards and iftime allows within the nett mont,k to gather information ofsome sample Police traininP Prooram in different municinalities. Mr. Molinary stated that as a general observation of the discussions that have taken place, perhaps the Commission would want to know what do police officers do in certain communities when they are put under stress, such as this instance, and what is acceptable under those instances; otherwise, you have training but what arc the expectations. Chair Buranda stated that with regard to the issue of restraining, how much is excessive force because as Mr. Molinary pointed out, there arc different degrees depending on the resistance. She feels it is important to include this information as the case goes forward. She informed Mr. Tent' that she did not think the Commission should be restricted from getting information relative to the practices and procedures because the Commission is part of the city. The Human Relations Commission is charged with obtaining whatever information is necessary should they be required to provide a determination relative to a complaint; and, by no means is this being done to judge the Police Department. She was not quite clear as to bow this would impede on police investigations. She stated that the Commission does have an incumbent responsibility ID prevent further atrocities from happening. While the current law cases are pending there could be other that arise. This could be seen as a collaborative measure or acting as a catalyst to aide in investigations and the Commission would disclose their findings to the Chief. HUMAN RELATIONS COMMISSION MINUTES September 22, 2004 Page 8 of 9 Commissioner Sullivan stated that under the Public Information Act the information would have to be disclosed and asking what police training includes is not jeopardizing their case. Mr. Terry stated that he will raise the question with the individuals who are in a position to respond to the Commission's request. Commissioner Hagemann stated that previous minutes reflect Chief Kaminiski and two of his officers attending a Commission meeting, wfierein they outlined the training that officers receive. She does not think the Commission have to ask for the information now. Commissioner Green agreed with Commissioner Hagemann because he remembers the officers also presented a slide show regarding training. At that time he informed Chief Kaminiski that he heard what is being doing but it is not taking place on the street. If the rule states that an officer is suppose to record every stop that is made but, if no one else is with that officer who says they have to record anything. If an officer know that the person he/she is going to harass and is not going to say anything, it is an unrecorded stop. Commissioner Fines Rowe stated that she agreed with Commissioners Green and Hagemann and find this to be a futile exercise. She stated that most of the incidents regarding police harassment happens in the Fifth Ward and in other places. Her husband, who is African American experienced being a victim first and then a suspect as he grew up Detroit; there is no in between. Based on the comments made by different individuals it appears that the police are primarily harassing young Black men. She stated that the suggested information in not going to help at all. She respects Chief Kaminiski and think ride a longs are good and they can be requested through the watch commander. Commissioner Fifies Rowe commented to Mr. Fortino that she think citizens groups do a great job to understand how the police work but each ward has a beat cop who is somewhat of an ambassador to the community from the Police Department. She agreed with comments made by Chair Buranda relative to young adults hanging out in front of their homes late at night. She believes that Chief Kaminiski acted properly in the matter involving his officers and there are some issues that he has to address. This is an extremely diverse community with many big city issues and calling another state is not going to do it. Chair Buranda stated that she thinks the information the Commission is requesting would contribute to their understanding as to what has worked with police getups; she thinks the Chief would interested in their efforts and it would be a win -win situation because the police could receive information that would benefit them. Vice -Chair Ruffolo requested that Commissioner Sullivan rye -state her motion because he withdrew his first amendment. Commissioner Sullivan moved that the Commission. by the next meeting. call several entities that then find that have a second infernal review process and determine how effective it has been in the communities where it has been used. As a means of clarification, Chair Buranda asked Mr. Terry if the Commission did ask the Evanston Police Department to provide them informtion regarding training processes and complaints, how would that be structured? Mr. Terry responded that he will ask the Chief for whatever information he wants to give the Commission. Internal Affairs prepares and annual report and he can get copies for the last two or three years for the Commissioners to review and to give them a sense of that process and he will also present the training matter to the Chief. Chair Buranda called for a vote on Commissioner Sullivan's motion which was unanimously approved. VL Old Business A. Fair Housing Timelines Mr. Terry requested that the discussion of the fair housing timelines be postponed until the October meeting. B. Commission Retreat Vice -Chair Ruf%b requested the Commissioners to e-mail the Executive Committee specifying what their interests art: relative to the retreat. The Executive will then talk with Mr. Fontana about the things the Commission wants to HUMAN RELATIONS COMMISSION MINUTES ` September 22, 2004 Page 9 of 9 accomplish. A brief discussion took place regarding some specific things the Commissioners would like Mr. Fontana's assistance in to help them reach their goals, i.e., establish their role; provide input regarding the citizens contact surveys and other issues that the Housing, Education and Community Issues committees have been addressing. Chair Buranda stated that she would like all of the Commissioners to bring the results of their surveys and reports to the October meeting. Chair Buranda asked Ms. Haynes if she thinks it is feasible for the Commission to conduct the rebut for a day and a half or two days? Ms. Haynes responded that the Commission has to consider whether they want Mr. Fontana to also be involved in a brainstorming session the day before the m4mat and if so, there is a price tag associated with his attendance. She stated that the last time the Commission conducted a retreat it was for one day that started at 8:00 a.m. and ended at 6:00 p.m. and, there was no facilitator present. She stated that the one day did work very well. Chair Buranda requested that Mr. Terry provide the Commission with all the particulars after he talks with Mr. Fontana, including his dates of availability. Chair Buranda will contact the YWCA and some other facilities as a place to hold the retreat and report that information back to the Commissioners. VII. New Business Vice -Chair Ruffolo stated that while he was reviewing the Commission By -Laws, he saw that September is the month that the Commission is suppose to form a Nominating Committee for the next selection of officers in November. He stated that since he and Chair Buranda were elected in ?.larch of this year and did not serve a full year, he wondered how this matter should be addressed. The By -Laws do not contain any rule(s) regarding this situation. Commissioner Cervantes apologized for being late. He stated that during his term as Chair, the Commission faced the same dilemma which was resolved by voting. Ms. Haynes stated that the decision is up to the Commissioners and suggested that Chair Buranda and Vice -Chair Ruffolo remain in their positions until next September (2005) and select a Nominating Committee at that time. Commissioner Sullivan moved that the Commission a aend the current Chair and Kice-Chair positions to the new period which the normal establishment ofthe Nominarine Committee in September 2005 and the election will rake place in November 2005. The motion was seconded by Commissioner Fifles Rowe and unanimously aoproved VUL Adjournment There being no further business Chair Buranda adjourned the meeting at 9:45 p.m. without any objections. Respectfully submitted by: Do thy Thrower , Executive Secretary Date: /0 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, October 27, 2004 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda,Chair, Larry Ruffolo,Vice-Chair, Mavis Hagemann; Michael Green; Kristin Fifles Rowe; Pat Lane; and Jan Sullivan COMMISSIONER(S) EXCUSED: Michael Cervantes and Samuel Thomas GUESTSNISITORS: Frank Kaminski, Chief- COE Police Dept., Dimitrius Cools, Commander COE Police Dept.; Adam Schwartz — ACLU; John Henman; Hollis Soaks, representative -NAACP; Kay Wells; Laura Ames; Bennett Johnson; John Newman; Mr. and Mrs. Perry Schuber, Fortino Leon, Jun Nichols, Harriet McCullough -Citizens Alert; Cheryleue Hihon; Dexter Chavunduka; and Carolyn Coglianes L Call To Order —Declaration of Quorum Chair Buranda called the meeting to order at 7: 10 p.m. and declared a quorum was present. She stated that Commissioner Hagemann would attend the meeting later because she was attending a seminar in Chicago that was related to police issues. 11L Intmdattion of Guests & Visitors Chair Buranda welcomed all guests and visitors. Everyone in attendance introduced themselves. Paula Haynes also attended the meeting. Chair Buranda stated that the approval of the September 2e minutes would be deterred so that Chief Kaminski could address the visitors and respond to their comments and or questions regarding the abuse incident that involved two Evanston Police Officers. IV. Discussion of Police/Community Issues A. Discussion With Police Chief Kaminski Chief Kaminski stated that he would like to address the Commission and visitors regarding the incident that occurred in March 21H34 which involved two Evanston Police Officers. At the September meeting he gave Mr. Terry a copy of his press release and requested that it be distributed to the Commissioners for their information and his position regarding the incident. He stated that the statement was also distributed to a number of groups throughout the city that have had contact with the police department; current and past members of citizens groups who have participated in the police academy; all of the chaplains that are associated with the police department; all the members of the Evanston Citizens Police Association; all members of his advisory board; all elected officials and all of the media who were concerned about the incident. On behalf of the members of the Evanston Police Department he apologized for the unprofessional actions of the two police officers. This incident was in direct conflict with the mission and values of the Police Department which he quoted "We are committed to a partnership with the Evanston community, serving it professionally and lawfully." He took a few minutes to review the contents of his press release, the investigative processes that took place as well as the results regarding this incident. Chief Kaminski stated that the comments contained in his press release was read at every roll call and every member of the department, whether they were a sworn civilian or not, heard his message and his response. He stated Human Relations Commission Minutes October 27, 2004 Page 2 of 15 that he did not believe the incident that occurred was a planned event but rather an unplanned reaction which resulted in poor judgment by the officers. The one thing that he has learned in his thirty-one years of policing is that you never know what is in someone's heart and mind at any given time. Chief Kaminski stated that the department trains and consistently reinforce the values of the department on a regular basis for all its members. Systems are put in place that have checks and balances to make sure they catch incidents such as this one. He commented, what could the department have done better to prevent it, they continually examine and look at the officers because they are human beings. If there was any good that came out of this incident, it shows that the systems work; the check and balances that are put in place and of all the reviews that are conducted work. When the incident was caught the following morning, something was done immediately. Fortunately the actions taken send the message that anyone who deviates from the values of the organization will pay the ultimate price. The lives of the two officers one a veteran and the other new to the force, are ruined; they will never be able to work in law enforcement again; the family members of one of the officers are ruined; they are going to pay the ultimate price and the ultimate disgrace. Chief Kaminski took some time to review the systems that are currently in place within the Police Department and all the things that are done to make sure it is a professional organization that this community can be proud of. Commander Cook passed out some information to the Commissioners that included the Police Department's Missiorr/Value Statement. Chief Kaminski stated that he lives by this document; he expects his officers to follow it and it is included in new employees orientation as part of their field training program. He mentioned that Deputy Chief Nilsson and Sergeant Samuel Pettineo are two of his senior staff and they are trainers for the Department of Justice in these areas. They conducted a presentation on racial profiling at the April 28, 2004 Commission meeting and they do this nationally. The Evanston Police Department became an accredited organization in 1988, which means that it has to follow the best policies and procedures that are known throughout the police profession; it has been re -accredited approximately four times since then. The department conducts individual training for officers and staff; two in-service trainings are conducted in the spring and W. For the past three years some of the agendas indicate that there was reinforcement of ethics, integrity, use of force, community policing, communication, pursuit policies, racial profiling, and domestic violence. The fall in-service training has just begun and it includes "Verbal Judo" which helps officers de-escalate situations relative to what they say rather than having to resort to the use of force; the training lasts for two day. A simulated Fire Arms Instruction course will take place in November. This is an exercise that place officers in life situations by video where they arejudged by their reaction time to determine whether they should or should not shoot. He stated that the public is invited to the two aforementioned types of training. The Personnel Assessment Review System (PARS), is an in-house monitoring program which includes every employee and is used to look for specific flags, i.e., sick time patterns, whether they have incidents of use of force, whether people have filed complaints against the individual, etc.; this is done on a monthly basis as a means to take action; the objective of the program is to improve their performance. If supervisors do see flags they take action to help the individual(s) by enrolling them in a program at St. Michaels House in Chicago or by utilizing the in-house counselors who work specifically with police officers. Chief Kaminski stated that the department has a very strong internal affairs process called "The Office of Professional Standards" wherein all complaints are investigated. Two forms are usually Human Relations Commission Minutes October 27, 2004 Page 3 of 15 filed; one is the "Departmental Inquiries" form that people generally use to file an informal complaint by calling the department or writing a letter. The other form is the official "Complaint Register" (CR) that requires a citizen to complete a form and sign an oath attesting to the allegation; this is a state law that was passed by the legislature of Illinois. He stated that any time someone files a CR it goes through a review process; the Police Department is one of the first entities to initiate a CR which has been in existence since the early 80's; he was part of the staff to work with the City Council to put it in place. Every complaint is review by the current civilian review board which is comprised of the Human Services Committee (HSC); prior to that it was called the Police Services Committee and, it has changed since his tenure which is thirty-one years. Chief Kaminski stated that the HSC receives a synopsis of every case in review; they watch the Police Department to see if there are patterns and if so, he is called to task to see what it is or if he can explain what is happening. Currently there is a pattern of domestic violence and a couple of officers have been beaten pretty bad when they responded to a call. There is an internal inspection component w1&h involves the use of force, pursuits, the way officers are handling calls, etc. When things change the policies and procedures have to be adjusted. He stated that one of the best things that the officers can do to make sure they are accountable is to have a lot of connections with the community and everybody knows what his position is regarding building partnerships and the way to do this is by working with the leaders to address their issues and concerns. It is very also very important for the citizens to see the other side and how the police operate. Some of the ways that the police connect with the community is through the Citizens Police Academy that has graduated over four hundred and fifty individuals who stay involved with the department. There is a citizens volunteer program which involves people working at the Police Department. He maintains a Police Advisory Board which is made up of key groups and organizations and he meets with them every three months. The fast order of business on the agenda is to inform him of anything they heard about the Police Department from the community since their last meeting, whether it was positive or negative. There is an Evanston Police Association which is another means of getting feedback from the community. Chief Kaminski stated that another component point of getting involved in the community is the Chaplain Program and Evanston is one of the few departments that have one. Six chaplains of various denominations are available within the Police Department not only for the officers but for citizens who might have troublesome situations. The supervisors are trained to monitor the officers and often ride in the squad cars to observe their performance. He stated there are a lot of good things that the Police Department does that no one is aware of, such as the many letters he receives from citizens applauding the officers for their work, the accommodations or awards that are presented to the officers because no one covers the ceremony or, that police officers are often times the first ones to arrive at a fire and they go into a building to make sure everyone is out. The police respond to sixty thousand calls for service; they arrest about four thousand people yearly; they handle about twenty thousand traffic stops; and they issue approximately one hundred thousand plus parking tickets in addition to patrolling the streets constantly and dealing with situations that no one else wants to do, i.e., gangs, drugs, etc. Several years ago the officers put together their own charity fund whereby they give money to help children by contributing to the food basket program and the community picnic each year. Chief Kaminski talked briefly about some things that he "-ants to do within the department such as bringing in another individual to review police policies and procedures to see if they can be improved, getting some additional training money for a new program called "Decision Point" which has to do with use of force and "Tazers", another way to de-escalate situations; the department is up for re -accreditation next year and all of the policies are re -reviewed several times. He ended his presentation by urging the Human Relations Commission to join partnership with the Police Human Relations Commission Minutes October 27, 2004 Page 4 of 15 Department in their outreach efforts to the community. The Commission will have an opportunity to look at the "Verbal Judo" course to see if it is something worthwhile and to attend the Fax Training by putting themselves in the line of the officers in their decision making vows and, to participate in a ride -a -long or enroll in the next Citizens Police Academy which begins March 5, 2005. Chair Buranda thanked Chief Kaminski for his presentation and opened the floor for comments and or questions. Perry Schuber stated that he thinks the Evanston Police Department is probably one of the most effective and innovative organizations in the country and believes it was one of the leaders in the patrol/cops program. Some years ago an individual from London, England came to Evanston to see what the department offered relative to its problem solving unit. He stated that he thinks the Police Department has the same beliefs as the ACLU in term of citizen rights. Chair Buranda stated that she applauds Chief Kaminski for all of the recommendations and initiatives that he has taken to resolve the issue regarding the two police officers and to pre-empt any further instances of these occurrences. Fortino Leon reiterated the comments that he made at the September 22rd commission meeting in that he is true believer of Chief Kaminski's belief in partnerships. He has lived in Evanston for eight years and has witnessed several incidents where the police have offered their assistance and this convinced him that people have to get involved in what is going on in their areas; he started attending several of the community meetings and reaching out to the police for their assistance. He is a graduate of the Citizens Police Academy. The community meetings continue to take place and the communication between the neighbors seem to help with their concerns. Mr. Leon stated that he feels the community meetings are needed, they are useful and successful; this has been a means of meeting more neighbors and allowing them to change their point of view as to what they want in their neighborhood. Chair Buranda asked Chief Kaminski since the integration of the Citizens Police Academy into the community, how effective has it been? Chief Kaminski responded that there is no way to test the success of the program however ninety -ninety percent of the graduates have a better appreciation of the issues the police face; the partnership that is built between the police and community allow them an opportunity to come up with results to resolve or address specific issues. Chief Kaminski stated that he was informed by one of his officers who attended the last community meeting in Mr. Leon's neighborhood, that a parent was complaining that the police was harassing her older adult kids who are hanging on the corners in groups — some of them are known gang members and some are into drugs. He stated that in the meantime, the department is receiving calls from some of the good people who are trying to raise their families right whose children want to play on the sidewalks while other activity is taking place. Upon receiving this information, He decided to attend the next meeting to hear the complaints but no one came but the parent who was complaining. He sad the parent had some dialogue and the solution to her concerns was that maybe she should start talking to these young adults about getting back in school, getting a jab or utilizing the resources that the department offers to stop them from hanging on the corners. Commissioner Lane stated that Chief Kaminski indicated he has a number of programs in place to increase connection and communication, yet there was an outcry over the latest incident. Since she Human Relations Commission Minutes October 27, 2004 Page 5 of 15 is in the field of mediation, she knows the value of someone being able to have their complaint aired . She asked Chief Kaminski if he thinks an independent citizens review board would be a useful over Jay to his existing programs to increase communications? Chief Kaminski responded that a citizens review board already exists which is the HSC, who monitors the police activity and is made up of representatives from the City Council. Commissioner Lane asked him if he recalls why the board itself was discontinued and folded into the current service? He stated that the name was changed but the responsibility still lay with the HSC which consisted of eighteen Aldermen and was reduced to nine members; the previous name was "The Police Services Committee". He stated that different boards are handled differently throughout the country and there are positives and negatives to each approach. During the 80's when there was eighteen council members, the city decided that the elected representatives would conduct reviews. Commissioner Sullivan asked Chief Kaminski if he would describe exactly how the current review board functions and how it is addressing this particular case? Chief Kaminski explained that once a complaint is filed and completed, the board receives a summary report of every complaint and review it. He appears before the board, it is reviewed with him and either they accept or reject it. Commissioner Lane commented that it seems that the powers that be are talking amongst each other. Chief Kaminski reiterated that this was a decision made by the City of Evanston. Mr. Johnson stated that while listening to the dialogue it was pretty clear that Evanston does not have any police issues/concerns and everything is great. He stated that he is the representative for those individuals who are not part of the system; for those will not attend a civilian police academy; and for those who feel isolated and horror. A teacher approached him a couple of weeks ago and told him that she has a number of kids that have been harassed by the Evanston Police Department and wants him to do something about it; he has not done anything about it yet. Previously he was president of the Evanston NAACP which has been in existence for eighty-five years and he held that position longer than any other person during its existence. In 1956 he was a juvenile probation officer in Los Angeles and he understands kids. He talked for a few minutes regarding some of his experiences with the police department there. He stated that the army personnel currently serving in Iraq have the same relationship with the citizens that the primarily Black and some Hispanic youth in this city have with the Evanston Police Department. In order to bridge the gap there has to be a civilian review board; one that is objective and has no relationship to the Police Department or Alderman, as a way of preventing people from protecting or covering up the action of each other. Mr. Johnson referred to several folders containing incidents of alleged police misconduct that occurred in Evanston when he was President of the NAACP. He cited one of the incidents that involved a Black youth and several police officers. The irony of this incident is that the youth was a government witness against one of the Latin drug kingpins. This incident never made the complaint list because people are reluctant to file complaints against police officers who are treated with hostility. He stated that if another incident happens such as the one being discussed and a law suit is Fled against the city, the citizens will have to pay for it. In addition to having a civilian review board, training for police officers has to take place more than twice a year it should happen every month; they need to be de- briefed, un-programmed and told that all Blacks are not criminals and the ones who are should be responsible to the law. Vice -Chair Ruffolo asked Mr. Johnson if any of the complaints in his possession have been filed formally with the Police Department. Mr. Johnson responded that the mention of filing a formal complaint which was discussed by Chief Kaminski was something new to him and the files in his Human Relations Commission Minutes October 27, 2004 Page 6 of 15 possession had not been submitted as formal complaints. Harriet McCullough stated that she is the Executive Director of Citizens AIert and she was asked by Chair Buranda to attend the meeting to provide some insight as to what her organization does. Prior to being employed by Citizens Alert the last two years, she ran her own business doing ethics training; a number of her clients included various departments within the City of Evanston including the Evanston Police Department. She was the first director for the City of Chicago Board of Ethics. Citizens Alert has been in existence for thirty-seven years and works for police accountability. One of the things that is really important with police accountability is that the public knows that not only will they be punished when they violate the law, the same thing applies to police officers. She does a fair amount of work with the City of Chicago Police Department and agrees with Chief Kaminski that it is a tough job being a police officer. When any police officer breaks the law it raises the question of trust of all officers. Following are a number of recommendations that Citizens Alert believes should be considered: (1) more can be done in the area of training and "Verbal Judd' is a great step in that direction as well as "Tazers" (use of a stun gun). What is being discussed in many ways is how do police officers use force; when is it appropriate; when to use deadly force; and, what are the less lethal weapons that they have? "Verbal Judo" is one of the very first things an officer would want to use to see if they can de-escalate conflict with conservation. (2) conflict Resolution training has been suggested and should be considered. She stated that one of the main reasons she attended the meeting was to tell the Commission and the police personnel that Citizens Alert is available to work with each organization in any way they can, to support the exploration of more police accountability. One of the projects of Citizens Alert is the National Coalition On Police Accountability; they have experts and resources around the country that they can recommend in the areas of "Tazers" and civilian review boards; (3) recommends a requirement for routine appointments with mental health professionals for all officers who may be having problems and the stresses they are dealing with; this could possibly be incorporated with the role of the chaplains. She was struck with the discussion regarding a civilian review board because she does not feel that once someone becomes an elected official they can still wear the hat as a civilian. She encouraged Evanston to consider looking at some of the factors which removes it from the powers to be talking to each other and have it made up of Evanston citizens. In summary, Ms. McCullough stated that Berkley, California was one of the municipalities that established a civilian review board as a mechanism for accountability. She read its ordinance. Jim Nichols stated that he has lived in Evanston for forty-two years and what struck him when he first moved here was its uniqueness; it was so safe that residents did not have to lock their doors at night but eventually he began to develop another perception of Evanston. He saw that it was a city that goes all out to maintain an image that is not true. What people fail to take into consideration as a community and as a nation is that the basic problem has to do with race and no one wants to address that. Discussions can take place regarding in-service training and other crap but it is a very simple situation which appears to be complex in a lot of people eyes but, it is only complex in its simplicity and that is this: "What is the perception of the Evanston Police Department and is that perception shared among different people in the community? Yes, because different people in the community tend to act differently and the Police Department responds differently based on the situation". For example, if a situation arises at Ridge and Central is that handled the same way as a situation at Church and Dodge? No! People need to start being fair with each other first of all because we live in a society where everybody is operating from a double consciousness — Blacks and Whites. He stated that his remarks have nothing to do with Chief Kaminski because he has the highest regard for him and has heard nothing but good things about him. The issues that are being addressed are beyond Human Relations Commission Minutes October 27, 2004 Page 7 of 15 him; he does not need a PR job; he needs an independent civilian review board. He cannot be held responsible for people who act like racists and if people think that every thing is cool because the Police Department fired the two bad seeds who were involved in the March 2004 incident, they have another thought coming. Something has to be done for the people who have the perception that the Police Department is unfair and that is representation. Commissioner Pifles Rowe stated that she also has the highest respect for Chief Kaminski but she does have some concerns. With regard to the training and the systems that are in place within the Police Departments, one of the officers uncovered was of a probationary status and the other a twelve year veteran. She asked Chief Kaminski where were all the flags and what was going on with the veteran officer? The Commission did not know anything about this officer until the incident hit the news and someone called her and asked what was going on. She thinks that the alienation that comes from finding out about your community on television is one more step removed from public information. Did the veteran officer have any other complaints that have not been revealed? Chief Kaminski responded that he could not talk about personnel issues in a public setting because it is inappropriate for him to do so by law but he was an average officer. Chair Buranda asked Chief Kaminski why a twelve year veteran would not have signaled a red flag. Chief Kaminski responded that sometimes people will not have any signals; this is not uncommon and there is no tool yet that reads everyone's heart and mind as to what the one trigger might be to set a person off. He does not have an answer but if there are signs some type of action will be taken to move the officer(s) in the right direction. Chair Buranda stated that if it is possible, she would like the Commission to have access to any information to see if the officer displayed other negative behavior or if some disciplinary actions occurred during his employment. She has been grappling with this issue since it became news. She suggested that the Police Department explore the idea of requiring its officers to be residents of Evanston as opposed to living in another suburb or city. It makes a difference in a community when an employee of the city has to live with an area where they are available to address/respond to neighbors concerns. She believes their attitudes would be neighbor friendly, they would have an investment and they would be paying taxes in the place they work. In response to Chair Buranda's comments, Ms. Aiello stated that the City of Evanston does have a fast time home buyers program which is geared to the entry level people within the city organization; they are encouraged to take advantage of the program, especially fire and police employees. Unfortunately the cost of housing in Evanston is high; some individuals have taken advantage of it but not as many as the city would like. Commissioner Green stated that it occurred to him that they are looking at this issue as if a person is going to show something that is out of the norm and that it will be noticed. It could be that the red flag was showing all the time because if every body's red flag is showing, it is normalized which is normal every day procedure as to how one interacts with a certain group of people. He is in the class room with children every day and sees that they are searching for some kind of respect; they are searching for someone that cares about them. If the instructor does not show in some form or fashion that they care, the child/children will shut down in the class and will not do anything. Kids are trying to find respect, especially in the African American community. After all the drugs in the world are sold, who do they dress like; they want to put on a suit like a corporate executive, drive a big car and have a big house, however, the tools have not been afforded to these individuals to give them access to the things they desire. They have been told in some form that because of their hyperactivity they are on a certain path and are placed in specific classes which may not lead to college. He finished all of the required math classes in seventh grade and instead of being placed in high school math classes Human Relations Commission Minutes October 27, 2004 Page 8 of 15 in the eight grade, he was placed in another room where there were no White students and he was free to do whatever he wanted, which was nothing. As he looks back, he realizes what happened to him was a travesty. Commissioner Lane stated that Commissioner Green talked very movingly about the root of the problems and she wanted to discuss some of the remedies. She referred to an article that she read (Citizen Review of Police Approaches and Implementation by. Peter Finn), and the complainants report feeling very satisfied that the process appears to help hold police accountable and law enforcement managers have found that it increase the public's understanding of police work, promotes the goals of community policing and improves the quality of the department's internal investigation, reassures the public, etc., which are all positive things. She stated that there are some concerns that many police departments have had such as: (1) Citizens should not interfere in police work because Internal Affairs already does a good job; (2) Citizens do not understand police work; the oversight board would lack experience in knowing how to judge complaints; and (3) The process is unfair and might be abused. Drug dealers would regularly file complaints to slow assertive police processes. Commissioner Lane asked Chief Kaminski how does he feel about those concerns that other police departments have expressed? Chief Kaminski responded that he is a proponent of partnerships already; he does not want be people to go out and be vigilantes but he wants them actively involved in police work. Many of the problems that the police are involved with are quality of life issues and if people cannot be brought together to try and come up with solutions, the police cannot do it by themselves. He stated that the there is a Citizens Emergency Response Team that has evolved through people participating in the Citizens Police Academy. He stated that he has nothing to hide and if anyone wants to look at something in the department they are welcomed to do so providing it is within legal boundaries. The point is that every review board has its advantages and disadvantages and whether it is felt the Aldermen do a good job or not is up to the Commission and Aldermen to decide. Adam Schwartz stated that he attended the meeting on behalf of the American Civil Liberties Union of Illinois and twelve hundred members who reside in Evanston. There are three points that Chief Kaminski addressed that he strongly agrees with. Number one, law enforcement is a deeply honorable profession where people are risking their lives to keep us all safe. Number two, in a democracy there needs to be appropriate checks and balances; no one should be without oversight; and Number three there are some systems in Evanston that are in place now that are appropriate, good and useful. When a terrible event happens such as the one in Evanston in March of this year, it is appropriate for the community as a whole to think about whether or not there are systems that can be approved and he offered the following suggestions: Number one, the ACLU's picture of what a good civilian review system is: (1) civilians performing the investigations and making the findings and not just as it exist now, at the back end, reviewing proposed findings from law enforcement itself because with any institution whether it is the clergy, lawyer or teachers, there is an inherent buddy buddy culture, therefore you want civilian outsiders. There should be strong powers of investigation in the civilians including the power to subpoena, obtain records and testimony. The method of gathering civilians and complainants into this process should be as open as possible. The Evanston Police Department's website says that it will investigate anonymous complaints which he thinks is completely appropriate. However, he is puzzled by the suggestion that the state law requires a complainant to swear out an affidavit and does not believe that is correct. He knows that the police departments in Illinois including Highland Park and Chicago do not require swearing out an affidavit and this is a destructive idea. It should not be harder to complain about law enforcement than it is to complaint about a neighbor selling crack; If a police officer detains somebody, he/she should be Human Relations Commission Minutes October 27, 2004 Page 9 of 15 required to give their business card to the person for later use if it is necessary; Civilian review boards not only address the narrow questions of the case before it but also make recommendations of policy changes. There is an organization called the National Association of Civilian Oversight of Law Enforcement (NACOLE), which has a web site (nacole.org), containing information of more than one hundred police departments that have civilian review boards. This will also lead one to the web site materials of Sam Walker who is a criminologist at the University of Nebraska. He stated that when you talk about civilian review in Evanston, there are some good things but there is also very much to build upon. Mr. Schwartz offered a second issue which is totally different from civilian review but is a strong point for growth as everyone is re-evaluating what can be done better in light of the horrible episode involving the two officers. He stated that Police departments under a state law (presently no one has the traffic stops statistic study out), are requiring their officer to document and count civilian and ftffc stops and report that data ultimately to the Illinois Department of Transportation which will be performing a three year study of this data This is a very positive dynamic; police officers should be documenting all of their encounters and what was the basis so that the supervisors at the station houses will know what is going on and can evaluate the propriety of what has happened. All of the information should be put in a computer data base and mined for patterns of law enforcement conduct. This is happening at a department by department basis under the Traffic Stop Statistic Study Act; it should also be happening on an officer by officer basis within the Evanston Police Department and this is exactly what is happening in Highland Park now. Before this statue was enacted, Evanston was doing some data collection and analysis and whatever system exists can be strengthened. He stated that the Chief mentioned that several times a year officers are called in for a review based on civilian complaints and he thinks this kind of system of data collection analysis should be front and center in an early warning system of looking at officers. Mr. Schwartz stated that he hopes nothing that he said was regarded as anti police. He deeply believes that the kind of partnership policing talked about that is front and center in Evanston (sometimes called community policing), creates a covenant between communities and law enforcement is essential to every body's safety. He concluded his talk by offering ACLU's assistance in addressing and grappling with the issues discussed. Mr. Johnson stated the liability for police misconduct is enormous in terms of dollars, police morale, how citizens review themselves, their community and human costs. The issue of residency requirement should be raised constantly; every police officer should live in the community they patrol because it would make it safer and make them part of the community. He stated that the complaint process should be investigated and not ignored; these are the red flags that get ignored because the officer knows nothing is going to be done about his actions. Training is key and should be conducted every month; officers should not only talk to their supervisors but to outside experts wA the training process will help keep them in line. He stated that these are some of the things he thinks can help make this town safer for the police and civilians. Commissioner Sullivan asked Chief Kaminski how frequent and how is the supervision conducted for police officers? In her field of employment there is a high degree of supervision to make sure everyone is functioning in a very effective way. She finds supervision to be very important but there should not be too many supervisees to a supervisor because it helps the people being supervised not only to maintain a high standard, it checks their mental health and stress level status. Supervision can have two functions; (1)personal support and dealing with emotional stress and, (2) professional encouragement and support when one is dealing with very difficult situations. Once again she asked, Human Relations Commission Minutes October 27, 2004 Page 10 of 15 how does the process of supervision occur, who are the supervisors, how many supervisees do they have and how often do they have contact with their supervisors? She stated that she w-as using supervision in a very specific way and that means sitting down with an employee and having them relating to the employee how they handled a case; the employee in return reflect with his/her supervisor how well the case was handled; was it handled correctly and if not, was the employee given guidance as how to connect it and redirect the employee. Chief Kaminski responded that the police officers have daily contact with their supervisors; there is supervisory and patrol minimum status that is conducted on all kinds of situations. He stated that talking about supervision for the entire department would be difficult but information could be given relative to the patrol shifts. He stated that Commander Cook is in charge of the day shift patrol; he has twenty-two police officers and three sergeants; Commander Cook and the three sergeants are responsible for the day shift - Commissioner Sullivan presented her previously asked question regarding supervision to Commander Cook. Commander Cook stated that the issue of supervision is complex because supervisors can go from one call to another to assist officers. He requires his sergeants to respond to as many calls as possible and not necessarily to micro manage the situation but to make sure the rules and law are followed. He listens to the police scanner and responds often to calls. Supervisors are paid sixty and seventy thousand dollars a year to do a job and he expects them to work for their money; he wants them to treat people with respect and if he sees that this is a problem then he has a problem with that particular officer. His job does not require him to agree with the actions of an officer on the street but to carry out the missions and values of the Police Department and the rules and regulations set down by the Chief of Police. If he sees that this is not happening, whether it is a patrol officer or a sergeant, it is all about accountability. He will not neglect his job as a supervisor just because an officer might be having a bad day. Whenever a prisoner is brought into lock up injured, he requires that a sergeant visit that area to determine what has or is happening. Commander Cook stated that the first thing he does each morning when he is on duty is to find out who is in lock up and at that time, each prisoner has an opportunity to talk to him or make their complaints; he believes this is a good process. Commissioner Sullivan stated that Commander Cook's details of the lock up process sounds like it is very effective. She asked him if his officers have one hour per week with him alone to process and discuss the cases that they have been dealing with, as a way of de -stressing and getting guidance. Commander Cook responded stated that he deals with disorder every day and he is pretty good at determining whether an officer is capable or mentally fit to go out on the streets and do his/her job. At roll call supervisors do or say things to determine what the moods of the officers are; some officers have good and bad days as does he but he is a professional and get paid to do a professional job. Chief Kaminski stated that a response to Commissioner Sullivan's question is not that simple. If calls are stacked up the officers are going to be running from call to call. As Commander Cook stated most officers are trained to handle the enormous amounts of calls; if there is a difficult call or someone did something inappropriate or questionable, the officer is called in and de -briefed to determine whether the situation could have been handled better. Calling an officer into the station for de -briefing is reactive because of all the calls that they respond to during an eight hour shift; it may be very quiet or it may be a very difficult shift where everyone works through their breaks and did not get lunch because they were going on a call; every day is different for police officers. Chief Kaminski stated that supervisors try to read the personnel to see if there are any problems or issues in their lives after all they are human beings to; they go through marital issues, issues with their children Human Relations Commission Minutes October 27, 2004 Page 11 of 15 and family members which affects everybody. If somebody needs assistance or help the department try to get it for them and this is done on an on -going basis. Commissioner Sullivan stated that people under her supervision do not have to get in trouble before they receive supervision and she does not know whether police officers are given the time to do that. She feels that citizens need to protect police from being over used. Chief Kaminski stated that it helps when officers receive positive feedback from the public rather than all the negatives. Commander Cook stated that during daily roll call the supervisors and officers talk about some of the stressful cases they encounter because they always see things that upset them. He stated that he sees violence every day and death on a consistent basis which upsets him but he utilize the pastoral services that are provided at the department and, he believes in turning to psychologist for help. Prior to utilizing this kind of help he did not believe in this type of therapy but now he has learned some things and knows that it has helped him and he stresses this often to the officers on his watch. Commissioner Sullivan stated that she agree with citizen reviews boards and some good suggestions were made regarding them and thinks the Commission might undertake an examination which they have already begun by reading an article regarding different boards. She suggested that the Commission study %fiat the current citizens review board does and then look at ways in which it might be improved or changed. (She contemplated making her comments in the farm of a motion). She also stated that Commissioner Green's comments regarding youth and many of them that he referred to might end up in jail because of the sense of discouragement they have regarding their future. Chief Kaminski stated that one of the department's biggest problems to deal with is kids that do not have a direction hanging out and when the police receive calls they are expected to handle them promptly. He agreed with Commissioner Green in that there are so many kids who are disenfranchised and all they see are the police and many times people want the police to be the venue to remove them from the avenue. He stated that the officers try to reach the kids but they do not have the kind of expertise to do so. The police have tried to team up in their outreach initiative by putting social workers with the officers to try an engage with some of the young adults to help them move in a different direction. Commissioner Green stated that there is an "us" and "them" attitude in the community. If something happens in the community, everybody is closed mouth and not because they do not want to tell, but because they dislike the police officer a little more than they do the drug dealer in the neighborhood. He stated that something is going to have to happen to break down the barrier between the regular citizens and police officers so they will feel more freely about helping the officers. However, sometimes when a citizen wants to do something to help the law, he/she is told to get out of the way and this could be problematic. He stated that he has an opportunity to talk to kids and one of the things that he wants to stress to them is selling drugs in his neighborhood which can reduce the value of not only his property but other homeowners as well. Until the police decide to do something about the drug houses that are functioning in certain parts of the community there is going to be dislike for the police. This is going to continue to be a problem because the over all picture with some individuals is that the police are just an occupying force in the neighborhood who are overseers and he does not think it should be like this. The truth is that the citizens are not going to clean up the mess that is going on in the neighborhoods; they need the police as much as the police need them and somehow there needs to be some common ground in order to achieve this goal. Human Relations Commission Minutes October 27, 200=4 Page 12 of 15 Chair Buranda asked Chief Kaminski if he has discretionary power to do all the hiring of police officers and any say so and what is the process? Chief Kaminski responded that he does not hire any one; every body is hired by a group of citizens called the Civil Services Commission which is an independent body (like the Commissioners), that review applicants and make the final decision as to whether someone is going to be a police officer or not. He is an advisory to the board and sits in during the interviews but the board which is comprised of three members vote as to whether someone is going to be hired or not. He stated that the police have a very strict field training program that is eighteen weeks long after the academy and if an officer does not pass the training he or she is gone; approximately one-third of the candidates are out and the problem is that the nation-wide pool for individuals who want to become police officers is getting smaller and smaller. Test are given three times a year to get qualified people. Commissioner Sullivan asked if race relations are part of the training? Chief Kaminski indicated that it is which is mandated by the state law. The State of Illinois through the Illinois Training Board, has a very rigorous training process and component for everybody in the state no where they are. Commissioner Sullivan moved that the Human Relations Commission examine the wav the current citizens review board functions and look at other alternative models for citizens review boards and then discuss further with the Police Denartment. what sttile of review may be an improvement over the current process. She further stated (which was not part of the motion), to possibly using the consultation of the ACLU or some groups that have a lot of familiarity with the way citizens review boards work Commissioner Lane seconded the motion. Mr. Jim Nichols stated that he is concerned whether the Commission is overly concerned about the Chiefs input in terms of making a decision that eventually it has to make. He thinks the Chief should be separate and apart from that decision whether he is pro or con. Commissioner Sullivan agreed with him and stated that the Commission had an opportunity to review an excellent article regarding the models on citizens review boards all around the county. It looks at several factors that make up successful citizens review boards. One of the factors that looked like it was a success out of nine different places where the boards had been set up, was how well the communication occurred in the process between all the elements that would be affected by the citizens review boards. It mentioned the unions, the police forces and the city entities which made for a more functional operation. She did not imply that the control decision would be given to the Chief but rather, if everyone works as a team something could be designed that is workable. Many of the chiefs in the study liked citizens review boards and many of them affirmed the work of the police and did not under mind them. There are a lot of caveats to the way boards function. One was how dedicated, committed, available and well funded the people dealing with those boards were. If they are under funded, staff' with uncommitted people or staff with people who are doing things for political reasons rather than for the betterment of the community, there will not be a citizens review board. She commended the police force for its quick action because it slid not seem that outside forces had to push for action. She stated that she did not know what happened to the two men watching the incident because there were four people in the video that she saw and the Chiefs memo only addresses two people. Chief Kaminski responded that the other two people are still being reviewed by the state's attorney office. Chair Buranda stated that she is not satisfied with the outreach to the young people. There is a citizens academy which consists of older people in the community but times have changed and there is a different culture. The constituents that the police are grappling with are resistant to law Human Relations Commission Minutes October 27, 2004 Page 13 of 15 enforcement and they are not resonating with the seniors and it is important to find more diversionary programs and partnerships to create them. Chief Kaminski stated that the minimum age for an individual to participate in the citizens academy is eighteen years of age and they have tried to make some in roads at the high school to set up a youth citizens police academy but it is tough getting into the curriculum. He has been dialoguing with one of the academy members at the high school to see how they can form a youth academy there; perhaps this can be done by giving students community service credits. Mr. Newman asked Chief Kaminski if the police use videos to do taping outside of the station's use? Chief Kaminski responded yes to the question and stated that video taping is used on certain comers; videos are installed on two neighborhood corners and it is also used on squad cars; they are reviewed when a citizen complains about a stop and having the tape helps with the resolution. The department is in the process of getting some new video cameras and they are in the process of installing them in the interrogation rooms. Chair Buranda requested that the discussions be limited to the motion that was on the floor. Mr. Terry stated that the only concern he would offer the Commission is that when they say, "examine the way the current citizens review board functions", he is sure that the Commission does not intend to place itself in position where it is evaluating a committee of the City Council and, he would not want it to be necessarily placed in that position. Commissioner Sullivan stated that she could re -word that part of her motion to say "to examine the process by which ..." ...in other words, the Commission is not examining its handling of everything; the Commission is looking at the process and comparing its process with the processes that other entities use. Her recommendation is about studying because the Commission is not in a position to vote on and create a review board; that would have to go before the City Council, but they can use the article that Vice -Chair Ruffolo provided which addressed citizens review boards. Mr. Terry stated that should the Commission decide to pass the motion he would recommend that the HSC learn about the inquiry as soon as possible from the Commission. Vice -Chair Ruffolo stated that he would hope that the HSC would not be adverse to the idea that the Commission wants to just ask how they operate as a review board. Commissioner Sullivan stated that this information should be public knowledge and whether the HSC wants to provide that information or not, it is under the Public Information Act and she thinks all citizens need to know how that board functions. Mr. Terry stated that all or many of the board and commissions including the Human Relations Commission, are supposed to have an on -going reporting relationship to the HSC and that they would welcome an on -going dialogue with the Commission on any subject because boards and commissions regularly appear before the HSC. Vice -Chair Ruffolo asked Mr. Terry if there is an enabling ordinance that speaks to the function of the HSC — that is the police oversight? Mr. Terry responded that the Police Services Committee at some point should have had an enabling ordinance and when the voters reduced the size of the City Council from eighteen to nine, a ordinance was passed that said all the police services duties belong to the HSC. Commissioner Fifles Rowe stated that the idea of potentially establishing a separate review board is simply reviewing the processes and making suggestions to change the current system; the Commission is not going to be integrating policy with the HSC who already have policies in place. What is being proposed is a separate board and perhaps Mr. Schwartz from the ACLU could assist the Commission with some independent research towards this effort. She stated that the Commission . r t,. Human Relations Commission Minutes October 27, 2004 Page 14 of 15 would not be working against the HSC but separately from them, which is a point of research rather than supplementing what they are doing or asking them to change what they are doing; there are systems in place and the Aldermen are working with them. Sullivan stated that she it might be good to form a sub -group after the next meeting and look at this matter further. Commissioner Sullivan restated her previous motion with an amendment. Commissioner Sullivan moved that by the next meeting information be secured about how the current citizens review board functions and about how other models across the nation figWion (as it has already beinm to do ... commissionl, Subseouenity. the commission should discuss what seem to he elements of an effective citizens review board The motion was unanimously approved. At this point in the meeting, Chair Buranda called for a break Chair Buranda reconvened the meeting twenty-five minutes later and moved to Item V. V. Committee Reports A. Education Commissioner Hagemann stated that the Interfaith Housing Center (IHC) would run an ad in the Evanston Review the following day and suggested that Human Relations Commission become one of the joining members regarding their affordable housing program. Chair Buranda stated that she did tell Ms. Schechter of the IHC, that she would ask the Commissioners if they would sign the petition to join IHC in their efforts to address affordable housing. Commissioner Hagemann stated that A Plus Illinois which is an organization that is working on a motion for the state to fund education in different way in order to have more equalized education. Vice -Chair RuffoIo asked Commissioner Hagemann if she had documents relating to the two issues that she mentioned could give them to Ms. Thrower to make copies and mail them to the Commissioners. He also suggested that if any of the Commissioners find information relative to issues that they are involved with, do not wait until right before the next meeting to make sure the Commissioners receive it. B. Community Issues Chair Buranda requested that all of the Commissioners follow any public meetings that are taking place regarding affordable housing even if they are not on the Housing Committee, C. Housing There was no information to report. Chair Buranda deferred to III. IIL Approval of the September 22nd minutes. Vice -Chair Ruffolo stated that Commissioners Lane and Sullivan had to leave the meeting early and informed him that they did not have any changes or connections to the minutes. Human Relations Commission Minutes October 27, 2004 Page 15 of 15 Commissioner Fifles Roue moved that the minutes be approved as submitted The motion was seconded by Commissioner Green and unanimously annrored V1. Old Business A. Retreat Update Chair Buranda stated that she was unable to contact Mr. Fontana with the number that Mr. Terry gave her and that she has made three attempts to do so. Mr. Terry stated that he would provide Chair Buranda with an e-mail address for Mr. Fontana. Vice -Chair Ruffolo reminded the Commissioners which was stated in the September minutes, to e-mail the Executive Committee ideas of things they would like to have discussed at the retreat. Commissioner Green stated that he is available any day in December for the retreat because he feels the Commission needs to have this retreat. VH. New Business Mr. Terry reminded the Commissioners that the annual pancake breakfast at the American Legion will take place on Saturday, November 6d' . Chair Buranda stated that some of the proceeds are donated to the Human Relations Commission annually to provide holiday cheer for those children who are need, from infants to seventeen years of age. Ms. Haynes talked briefly about some of the organizations that the Commission solicits to fulfrll this effort. The tickets are five dollars and may be purchased at the door. Ms. Haynes stated that with regard to her estimated return to work, she has been released by all of her doctors and is currently working with the Human Resources Department Director and she will meet with the city doctors from OMEGA on Friday and if things go well she plans on returning to work on Monday, November I". For the retard, Vice -Chair Ruffolo and Chair Buranda thanked Mr. Terry for the stellar job that he has done in serving as a consultant and an assistant to the Commission during Ms. Haynes' absence. VUL Adjournment There being no further business Chair Buranda adjourned the meeting at 10:25 p.m., with no objections. RespecdWy submitted by: .0 �I1lQv rothy Thrower v Secretary Date: ! I / EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, November 16, 2004 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, Larry Ruffolo-Vice-Chair, Mavis Hagemann; Michael Green; Kristin Fif2es Rowe; Michael Cervantes; Pat lane; Samuel Thomas and Jan Sullivan STAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTS/VISITORS: James Wolinski, Director-COE Department of Community Development; Gail Schechter and Michele IL Taylor -Interfaith Housing Center of The Northern Suburbs; Bob Seidenberg -Evanston Review and Betty Ester L Cali To Order — Declaration of A Quorum Chair Buranda called the meeting to order at 7:10 p.m. and declared a quorum was present. 11L Introduction of Guests & Visitors Chair Buranda welcomed all guests and visitors. Everyone in attendance introduced themselves. III. Approval of Minutes -- October 27, 2004 Minutes Chair Buranda called for approval of the minutes. The following corrections were made: Commissioner Lane requested a change on xage 5, 2sd para., to read: ...."the powers that be......; Commissioner Gran requested a change on page 11, 4 pare., 0 line to read:... so they will feel more freely about helping the offerers.; Commissioner Sullivan requested a change on page 14, 1` para., relative to her motion to read: Commissioner Sullivan moved that by the next meeting, information be seemed about how the current citizens review board functions and about how other models across the nation fwx-tion (as it has already begun to do ... commimlon). Subsequently, the commission should discuss what seem to be elements of an effective citizens review board; Chair Buranda requested a change on page 14 under Committee Reports, Education, 2"6 para., the name should be corrected as Ms. Schechter; and on page I next to Guests(Visitors, correct the name to read: Dexter Chavunduka; Vice -Chair Ruffolo requested a change on page 10, 1e para., 12a line, change the word prison to prisoner. There being no other corrections, Vice -Chair RufJ`olo moved that the minutes be approved with the noted corrections. The motion was seconded by Commissioner Lane and unanimously approved. IV. Discussion Items A. Housing Issues 1. James M. Wolinski, Community Development Director Proposed Affordable Housing Legislation a. Demolition Tax, Amendment To The Building Code b. Amendments To The Residential Condominium Regulations C. Inclusionary Housing Ordinance Mr. Wolinski thanked the Commissioners for inviting him to the meeting to address the issue of affordable housing in Evanston. He stated that the Commission's agenda contained three ordinances that have come out of the task force that is addressing inclusionary housing but he wanted to talk about affordable housing in general and the efforts that the City of Evanston is making to provide housing. He passed out an information Human Relations Commission Minutes November 16, 2004 Page 2 of 7 sheet regarding the `City of Evanston's Participation in Affordable Housing Projects, 1990 — 2004". Mr. Wolinski has been the Director of Community Development (CD) since 1989 and is responsible for the city's planning, zoning, building inspectors and permits, property standards and housing. The city has had a comprehensive plan towards providing affordable housing and to coordinate affordable housing with neighborhood issues in problem areas which have been brought to CD's attention by the Police Department, the Mayor or the City Council. These concerns resulted in the formation of a partnership with many citizens boards and commissions. Mr. Wolinski took some time to review the information data sheet that he passed out which included an enormous amount of history and details relative to each property constructed. He stated that CD and various entities within Evanston (i.e., the City Council and Commissions such as Human Relations), art committed to affordable housing and want to proceed in providing some type of subsidy so that Evanston does not became a community of only the affluent or the very poor. In the past five years, twelve hundred new condominium units have been built in and around the down town area and virtually none of them am affordable unless the base price of two hundred thousand dollars for a two unit is considered affordable. One of the issues that exist is not to drive the moderate to low income individuals out of town; all of the new condominiums are high end which is good for the sales tax revenue. With regard to inclusionary housing, Mr. Wolinski stated that several years ago the Housing Commission (HC), began looking at inclusionary zoning, which means that if you are going to build a new residential cormruction project based on the number of units, the contractor should look at the requirements that some of the units be affordable; this has been done successfully in other states such as Fairfax County, Virginia. The HC worked with Aldermen who sit on the Planning and Development Committee (P&D), who were supportive of the requirement which resulted in an inclusionary housing task force. As a result of the number of meetings dud have taken place, the HC developed three draft ordinances and have taken them to P&D for their consideration; the ordinances have been discussed but not introduced because there are still some issues to talk about. Mr. Wolinski stated that the Demolition Tax is an idea that he got from Highland Park who is also addressing the issue of affordable housing. His thought of using the Demolition Tax was to address the matter of tearing down modem size houses in the community and building "me mansions"; this issue was discussed for approximately a year and a half. The task force finally decided that if a "me mansion" was going to replace a modern size house, the builder would have to deposit ten thousand dollars into a special affordable housing fund. He stated there are some houses he wants torn down, i.e., board ups, etc., but the ten thousand dollars additional fee would complicate issues and therefore language was included into the Demolition Tax Ord'msnce stating that, "The Director of Community Development feels that the property is a life safety issue and the fee could be waived". Mr. Wolinski provided information regarding the Inclusionary Housing Ordinance relative to the people from BPI presenting the HC with an affordable housing tool kit that offers many ways to try and induce people to provide affordable housing which is done by giving a developer some bonuses. For the record Air. Wolinski reiterated mach of the information previously provided by the chair of the Housing Commission to the Human Relation Commission a few months ago, relative to bonuses afforded contractors constructing buildings that contain affordable units and other requirements by the City of Evanston. The Chair of the HC also provided the Human Relations Commissioners with detailed information packets that he reviewed at this meeting. Mr. Wolinski stated that the BPI and the City Attorneys have concerns regarding some mandates relative to contractors providing affordable housing. He stated that this issue will be discussed at the HC meeting on Thursday evening November 17`s; he invited the Commissioners to attend that meeting to hear all of the particulars. Mr. Wolinski stated that with regard to the condominium conversion aspect, his department is responsible for reviewing proposals for condominium conversions and he is of the impression that for the last twenty years or so (since the city has had a Condominium Conversion Ordinance), condo developers are doing very well regarding the amount they are making per unit and per project. He believes the city should look at Human Relations Commission Minutes November 16. 2004 Page 3 of 7 condominium conversions in the same aspect as new construction, i.e., the same type of affordability issues. P&D have not had a public meeting yet but when it does take place he believes all the condominium developers will be opposed to it. He also believes this would not only provide affordable housing but for those buildings that are being converted, this would allow people who already live there an opportunity for them to purchase a unit and, this would create some stability within the neighborhoods. Ms. Haynes asked Mr. Wolinski if he would provide some information regarding the building located at 1930 Ridge and the affordable housing that was included during its construction? Mr. Wolinski stated that this rental property was constructed by Atlantic Realty which was a planned development for one hundred and ninety-six units. Alderman Kent was very instrumcntal in working with the developer and assuring that at least ten units are subsidized; the developer is paying for the subsidy which is at the eighty percent median level for families. This morning .W. Wolinski met with members of ECDA, a faith based organization, who purchased a townhouse at 1717-B Darrow which was in foreclosure. ECDA has asked the city for home funds in the amount of eighty thousand dollars to help rehab the building. The city has a loan committee which is made up of city staff, individuals from C1C, Pat Vance (CEDA) and others who are knowledgeable about affordable housing. This group will review the project and if they feel the financing will work, ECDA will be recommended to the HC who will also review the plans and nuke their recommendations to P&D and, from there the plans will go to the full City Council for their approval. Ms. Haynes stated that she is also a member of the ECDA board and 1717-B Darrow (a one unit building), is currently under development. They anticipate that by January 8, 2005 there is a possibility that a family will be able to live there. She stated that the Commission members will be receiving requests to see if they would like to nominate a family. Mr. Wolinski stated that he believes there needs to be a regional approach to affordable housing and for many of the social services and homeless shelters, Evanston is always in the forefront. Evanston's sister communities up and down the take shore and to the west do not share in those desires. The latest IDHA (Illinois Development Housing Authority) figures list twenty-six percent of the housing units in Evanston as being affordable. Mr. Wolinski responded to questions and or comments that specifically addressed issues relating to developers who are building in Evanston or those who desire to do so. Commissioner Cervantes suggested that the Commission begin thinking about contacting the various state elected officials, beginning with Congresswoman Schakowsky to discuss this issue some time in the future; he believes the entire region would be much stronger if there was a regional approach. Mr. Wolinski stated that perhaps the Commission should do this because some of the communities along the north shore provide affordable housing for seniors but not for families. Chair Buranda asked Mr. Wolinski if he could explain the liability of commercial business, i.e., the pay day loans, instant cash agencies and currency exchanges? Do the developers determine where they will be looted because it appears to her that most of them are located in the low-income neighborhoods? Mr. Wolinski explained that unfortunately the city cannot control where these businesses are established because there is a market for them. Under the zoning titles these businesses are called commercial and retail uses. He stated that the city tried to prevent the establishment of the first pay day loan agency but it lost the battle. Commissioner Thomas stated that he thinks what is lacking in the community regarding these loan agencies is education and perhaps if the city put on a free educational seminar this would go a long way. Mr. Wolinski concluded his presentation. Chair Huranda and the Commissioner thanked him for attending the mating. 2. Gail Schechter, Interfaith Housing Of The North Shore Ms. Schechter thanked the Commission for inviting her to the meeting and passed out the new brochures that featured Interfaith's service areas on the cover. She explained that their service areas consist of the sixteen communities from Evanston north to Highland Paris Highway and the lake. Of the sixteen communities in r Human Relations Commission Minutes November 16, 2004 Page 4 of 7 their service area, eleven of them have fewer than ten percent affordable housing and have to come up with housing plans by next April. There are forty-nine communities within the state of Illinois that have to come up with this plan; eleven of them are on the north shore. The ones that are exempt are Evanston, Skokie, Niles, Glenview and Highwood. She stated that Wilmette is seriously considering the inclusionary zoning and the tear down tax similar to Highland Park and they were on their way to doing this before the law passed. Interfaith Housing (IH), was founded in 1972 by se% eral congregations and by the League of Women Voters chapters and started out by involving itself (IH) in advocating for fair and affordable housing and services which involves fair housing and landlord tenant complaints. They receive CDBG funding from the City of Evanston for Home Sharing and for the last year they received a Predatory Lending Education Grant from the City of Evanston. In the past they have conducted fair housing test for the Human Relations Commission that resulted in major law suits with six figure settlements that went back to the City of Evanston. IH currently utilizes monies received from a HUD grant to conduct fair housing education and outreach training for some surrounding north shore communities. It was also instrumental in the finding the North Suburban Housing Partners which encouraged Evanston to include the Inclusionary Task Force in April of 2002. Ms. Schechter stated that her agency receive fair housing and landlord tenant complaints from Evanston residents and staff make it a point to tell those individuals to call the Human Relations Commission for assistance. She recommended that since the Commission is addressing a consolidated plan in Evanston which means it has to provide an Analysis of Impediments to fair housing choice to HUD, she be allowed to review the document "Guidelines For Evaluating The Analysis of Impediments To Fair Housing", with them, which she did. The document was developed by the National Fair Housing Alliance who has it own website. 1H feels that in the past, the Analysis of Impediments to HUD has not been as thorough as it could be. She stated that once an analysis of impediments has been concluded regarding fair housing, a fair housing action plan is conducted and the document provides some questions for Human Relations to ask itself. (Evanston and Skokie are the only communities along the north shore who are responsible for the impediments because they have ten percent or more housing responsibilities). She stated that of all the sixty communities along the north shore, Evanston is the only one with paid human relations staff which is a very positive element for the city; only half of the other communities have commissions who rely on a human resources director or a liaison. As she reviewed the document, she offered comments as to why an agency might receive a red flag from HUD and ways to avoid or remain within the guidelines required by HUD's standards. She responded to questions and or comments from the Commissioners during the review. Ms. Schechter talked briefly regarding how the Home Sharing Program works which was developed for individuals who are looking for affordable housing but cannot afford the requested rent yet they are willing to live in someone's home that has an extra bedroom with a fixed monthly rate. This materializes when a home owner, for whatever reason, needs the extra income to pay their rent or mortgage and also guarantee to abide by the fair housing regulations. Both parties sign an agreement which is a month to month lease. Forty-mo matches were made this past fiscal year, half of them are in the Evanston/Skokie area. She stated that the Horne Sharing Program has a one hundred thousand dollars budget. Commissioner Fifles Rowe commented on the turn out of the fair housing forum that IH hosted at Lee/Church Street recently and asked Ms. Schechter if she anticipates putting on additional forums. Ms. Schechter responded that she would like to see IH put on more forums with other groups because the agency does not have sufficient funding or staff to put them on regularly. Site stated that she wants to wants to make sure the other eleven communities comply with the Act and have their plans in place by April. Commissioner Green stated that landlords need to be held accountable in terms of providing affordable to individuals. Some type of humanizing and education has to take place with Landlords and potential tenants towards each other otherwise owners will be willing to pay the ten thousand dollars required to exclude affordable units in their buildings. Ms. Schechter agreed with Commissioner Green because she has attended meetings in other communities and listened to the comments made by residents who are totally unaware or ' rig Human Relations Commission Minutes November 16, 2004 Page 5 of 7 misinformed as to who the affordable families might be or from where they have relocated. Commissioner Sullivan asked Ms. Schechter if there is any pending legislation that will add any teeth to the fair housing plan? Ms. Schechter stated there will be a state appeals board created who could hear from developers who were turned down even though they had twenty percent affordable units (which is considered an affordable development according to the State of Illinois); there are some legislators who want to take away the power of that appeal board to over ride local zoning. Commissioner Sullivan asked is there an increase in predatory lending? Ms. Taylor responded that the National Training and Information Center (NTIC) released a report last month stating that the number of foreclosures in Evanston has decreased for the first time in a number of years. The increase in foreclosures has increased to over one hundred. If anyone believes they have bad lending terms or problems paying their mortgage, IH and the NTIC for 2005, have agreements with some lending agencies whereby IH will investigate the loan to determine if there are any predatory terms in it or if there is some predatory serving. If this proves to be the case, IH can re -negotiate the loan. Fairbanks and Citi Groups (lending agencies) are currently working with IH and NTIC to redeem themselves or make up for the wrong they have done to homeowners. Ms. Schechter stated that in a few weeks IH is meeting with the Evanston/Skokie valley senior services to educate all of their case managers who visit older adults who are homebound and may not be able to attend the programs than are held in the community. If the homeowner answer yes to any of the three questions that are asked by the case manager, they are refered to IH for assistance; seniors are tare group who is predominately targeted because they are equity rich and cash poor, most lenders/brokers know this and go after these individuals. Ms. Haynes asked Ms. Schechter if she could confirm the statements made by some that children of these older individuals are the ones who arc pursuing the loans and leaving the burden on the homeowner? Ms. Schechter responded that from that cases that she has worked on in the past two and one- half yews, these are older female adults with no children or husband and are living alone. She stated that if the Commissioners know of a place or opportunity to hold a meeting regarding this matter, she will be available at any time during the evening or weekends. Ms. Schechter concluded her presentation. Chair Buranda thanked Ms. Schechter and Ms. Taylor for attending the meeting. B. Community Issues 1. Exploration of Citizen Review Boards for Police Departments Chair Buranda stated that the Commission approved a motion to look at a comparative study of what the current Human Services Committee (HSC) citizens review board is doing and gather data from citizen review boards across the nation, compare notes, consolidate that information and subsequently make recommendations to the HSC. She stated that she has devoted more time to this issue than any other this year, she attended a meeting this morning in Chicago hosted by The Justice Coalition of Greater Chicago which is comprised of several different community groups, who have been following the recent brutality case involving the Evanston Police Department. She was asked about the matter and responded that the Commission is still reviewing the incident. Chair Buranda stated that she was informed by Ms. Haynes that Chief Kaminski is making a presentation before the HSC on December 66. Ms. Haynes commented that she has learned that the Chief has requested to make that presentation in January 2005. Chair Buranda stated that she was informed that the HSC, in addition to Commissioner Sullivan, has also requested information regarding complaints from the Police Department for the past three to five years; that information has not yet been received. She stated that there are other ways of getting that information if it becomes necessary, i.e., the Freedom of Information Act. Commissioner Sullivan stated that the Commission could still conduct its own research based upon ware of Human Relations Commission Minutes November 16, 2004 Page 6 of 7 the articles that Vice -Chair Ruffolo provided them a couple of months ago. Following are the Commission's primary concerns regarding this matter. • What is the State of Illinois law when it comes to governing police officers? • Explore the Police negotiated contract; • Start looking locally at citizens review boards rather than regionally; did they work well nor not? • Harriet McCullough, Citizens Alert (CA) stated that she have volunteers who could conduct some research for the Commission; • Invite Adam (Attorney for ACLU) and Ms. Mcullough to another meeting to determine how they might assist the Commission; • What is the purpose of establishing another civilian review board if as the Chief stated, he makes the final decision(s) regarding complaints and does not have to disclose the decision(s) to the public? • Can the current rules that Chief Kaminiski operate under be changed? and, • Get copies of past Police reports submitted by Chief Kaminiski to HS that they have reviewed. After further discussion it was decided that the Commission would continue its mission of investigating local citizens review boards and decisions Ms. Haynes will prepare packets regarding the negotiated police contract for the Commissioners to review at least three weeks prior to the January 2005 meeting. Decisions will be made at that meeting to determine what Commissioners) will assume responsibility for suggested or specific areas of the police contract. Vice -Chair Ruffolo suggested that prior to the January 2005 meeting, if independently, the Commissioners have an interest to pursue any information regarding this matter they should do so and report that information at the January meeting. V. Old Business A. Status of Commbsion Retreat Ms. Haynes stated that she has been in contact with Mir. John Fontana regarding him facilitating the Commission's much talked about and anticipated staff retreat during the past few months. Currently his schedule is full this month and it appears as though he will be able to set a date for the retreat sometime in January. She asked each Commissioner to provide some input, i.e., goals as to what they would like the retreat to address. VL New Business A. Holiday Events The agenda listed upcoming city events for the holidays. Chair Butanda urged the Commissioners to attend as many of the functions as possible so that they will be visible within the community. Ms. Haynes stated that a city calendar of events wil I be disseminated to all of the Commissioners which contain the meeting dates of every committee, board and commission within the city. Ms. Haynes stated that she will also try to see if she can get some type of identification made for the Commissioners. After some discussion, it was determined that the Commission/staff holiday luncheon will take place on Thursday, December 16t°, 6:30 p.m. at Gio's or the Prairie Moon RestatuanL Staff will inform the Commissioners regarding which one will be available. Mr. Terry will and his guest will be invited to attend that function. Ms. Haynes stated that the Human Relations Commission received twenty-five hundred dollars from the Human Relations Commission Minutes November 16, 2004 Page 7 of 7 American Legion to provide support for children of less fortunate families. This year staff will purchase gifts for the battered women's shelter (YWCA) on Ridge Avenue. She stated that CDBG monies were allocated to various agencies and city departments last night. The Human Relations Housing Advocacy Program received eighty -eighty thousand eight hundrod and twenty-four dollars which was seven hundred dollars less than this year's budget. Last year the administrative appropriations for the Summer Youth Employment Program (SYEP) was fifty-nine thousand six hundred and ninety dollars; this year it is fifty thousand dollars. At the time the CDBG presentations were made, Alderman Baptiste expressed concern regarding the sixteen to twenty-six year old population who do not seem to be doing anything constructive within the community. When asked what would she do if she had the responsibility for these individuals, Ms. Haynes responded that she would hire a full time staff person to conduct some research with the local businesses and assemble a council of the population in question to draw some conclusions and make some recommendations. This staff person will also administer the current SYEP. Ms. Haynes stated that she is going to move forward in putting this project together and presenting it to the CDBG staff this year. The matter can be discussed later on once she hears from this body. She passed out a document for the Housing Committee members to review regarding a possible amendment to the RLTQ, she wants to meet with them as soon as their schedules allow. VQ. Adjournment Tb= being no further business or objections, Chair Buranda adjourned the meeting at 10:25 p.m. Respectfully submitted by: r Secretary Date: . "Ut S rothy Thrower VUI. Next meeting — January 26, 2005 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2I00 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, January 26, 2005 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, l.any Ruffolo-Vk*Chair; Mavis Hagemann; Michael Green; Kristin FiCles Rowe; Michael Cervantes; Pat Lane; Samuel Thomas and Jan Sullivan COMMISSIONERS EXCUSED: Jan Sullivan and Kristin Fifles Rowe STAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTS/VISITORS: Peggy Tarr, Margaret Nagel, Madeline Goldstein; Richard Gemiro, Mary Gavin -Evanston RotmdjfiWZ Emerald Young; Vincent Jones- Assisumt to the City Manager; Betty Ester; Beth Berokheinrcr and Patricia Hyland L Call To Order— Declaration of A Quorum Chair Buranda called the meeting to order at 7:10 p.m. and declared a quorum was present. II. Introduction of Guests & Visitors Chair Buranda welcomed all guests and visitors. Everyone in attendance introduced themselves.. III. Approval of Minutes — November 16, 2004 Minutes Chair Buranda called for approval of the minutes. The following corrections were made: Vice -Chair Ruffolo referred to page 5, third paragraph, first line should read: ... providing affordable units to individuals; page 5, 10 paragraph, i.e., Ms. Taylor's response to Commissioner Sullivan's question, the tape reflects that the comments are accurate as recorded There being no other corrections, Commissioner Hagemann moved that the minutes be approved with the noted corrections. The motion was seconded by Commissioner Cervantes and unanimously approved. IV. Discussion Items A. Housing Issues 1. Empty Promises: Fair Housing Ordinances in Metropolitan Chicago Suburbs Report Ms. Haynes stated that the document was shared with the Commissionets as a means of information relative to fair housing ordinances which required no action on their part. 2. Evanston's Fair Housing Brochure a. Revise/Update b. Spanish Version Human Relations Commission Minutes January 26, 2005 Page 2 of 8 Ms. Haynes asked the Commissioners if they believe the fair housing brochure is an appropriate document that should be revised, updated and translated into Spanish; if so she and members of the Housing Sub -Committee could meet and discuss this matter. Two or three years ago it was presented to the Commissioners who were seated then and they did not think it should be changed. She stated that since fair housing is an anti -discriminatory practice and because national origin is a protected class and people of Hispanic backgrounds are being discriminated against, the brochure can be translated into Spanish. Ms. Haynes staled that the Fair Housing Ordinance (FHO) requires that every realtor or landlord who shows property in Evanston must provide a copy of this brochure to each person that is shown property (house or apartment). She stated that the department has a hard time making sure that landlords provide tenants with a copy of the Residential Landlord and Tenant Ordinance (RLTO) and abiding by it if there are no enforcement mechanisms in place. Staff attempted to amend/enforce parts of it but failed because of the resistance by landlords that occurred a couple of years ago at a public hearing. Commissioner Cervantes stated that it appears to him that staff is fulfilling its responsibilities in their efforts to make sure that people are aware of their rights relative to the RLTO and the FHO however, enforcing these documents is not possible unless complaints are being filed therefore, staff/Commission must continue to promote awareness of peoples' rights. He stated that he was very disturbed by Ms. Schechter's (Director of The Interfaith Housing Center of the Northern Suburbs (IHC) negative comments regarding the department, that appeared a few days ago in an article of the Evanston Review. When she appeared at the November 2004 Commission meeting, she did not express any concerns that she might have with the department/Commission in its work regarding fair housing matters. He thinks there are always things the Commission/staffcan do to improve the work they do and that Evanston is one of the most pro active communities regarding housing matters. He stated that the Director of the IHC was asked at the November 2004, when is she going to be doing more things on a regional basis to insure that some of the other communities pay more attention to housing and that she would do better to direct her energy towards getting greater involvement from them rather than throwing arrows at those communities who are trying to do something. Ms. Haynes stated that the human relations staff conducts training for citizens and landlords regarding the landlord/tenant and fair housing laws and has established dates and times to conduct training in 2005. For the past several years staff has made unannounced visits to the various real estate offices in Evanston to make sure they have all of the fair housing documents in their offices, i.e., brochures, the fair housing poster displayed, answer questions and if requested, to set up training for new employees. Chair Buranda stated that she spoke with Ms. Schechter after reading the article and expressed her displeasureldisappointment regarding her comments to the media. She stated that Ms. Schechter had echoed the same sentiments (in the newspaper) to her but in fairness, when the Commission invited Ms. Schechter to the November meeting, it was not an invitation to bash the Commission. She came to give a presentation regarding what the Commission thought at the time, was a very good program and that the two agencies (HRC and the IHC) could partner on some of the initiatives that the Commission was working on. Chair Buranda stated that she was not attempting to defend Ms. Schechter but the Commission has to make sure that it is more effective. Human Relations Commission Minutes January 26, 2005 Page 3 of $ Ms. Haynes stated that when Ms. Schechter attended the November meeting, she did not invite the Commission/staff to an upcoming seminar that is going to be held regarding fair and affordable housing. She became aware of this event from another board of which she is a member. Commissioner Cervantes stated Afien an agency is trying to do something that very few others are doing, there are going to be some mistakes. He stated that the only concern he has regarding the fair housing brochure is the 100 days for staff to investigate a complaint which he believes is a de - motivator to an individual. Ms. Haynes stated that in order to keep the process in content regarding the 100 days, she offered to prepare a presentation for the Commissioners that will provide a step by step process in its entirety so that they will understand and be aware of %Iw takes place when a complaint is filed At this time in the meeting, Chair Bumnda took some time to acknowledge three more people who came into the meeting. One of those individuals was Ms. Emerald Young who attended the meeting to comment on two factors regarding her recent experience with the Human Relations Commission. One was the actual interaction at the location of the apartment she went to see and the other was the "no discrimination" determination made by one of the Human Relations staff persons when she filed a complaint. At this point during Ms. Young's comments, Ms. Haynes offered an explanation but not an excuse for the decision that was made regarding Ms. Young's complaint, in that he is a newrinterim employee in training relative to landlord4enant and fair housing matters and that he conducted Ms. Young's case as a landlord/tenant issue. She stated that as a result of that incident she has met with the staff person and instructed him to prepare a detailed report for her to review. In suaatnary Ms. Young responded to an ad in the Pianeer Press on December 30, 2004, advertising a studio apartment for rent. The Realtor's agent informed her on the phone that the monthly rent for the unit was $550. per month however, when she went to see the unit the following day (December 31 '), the agent told her that the rent was $570. When she informed him of his initial quote he called her a liar and stated that he did not find out until that morning that the unit actually rented for $550. Ms. Young took an application but did not fill it out and told the agent that perhaps he raised the rent because of her race, to which he responded that he was not a racist. On Monday, January 3`d she came to the Human Relations Department and filed a complaint with the staff person who made his decision on Tuesday, January 4 h and told her he was closing the case unless she knew of some other individuals who had the same experience. She stated that the agent and staff' person were at fault regarding the handling of this manner. Ms. Haynes stated that the staff person shared with her how he arrival at his determination. She informed him that he needs to read the Fair Housing Ordinance because he is not the one who determines %irther discrimination exists — she does. She stated that some more information needs to be ascertained before a determination can be made as to whether there was a violation of the ordinance. Ms. Young asked Ms. Haynes if she should speak with the staff person the next day (Thursday, January 27d')? Ms. Haynes requested that she do so. Chair Buranda stated that while she recognized the discontent voiced by some of the audience with the Human Relations staff, she praised the staffs continued efforts and effectiveness in addressing landlord/tenant issues, fair housing, mediation and other issues that the community have presented to the department. She pointed out that the Human Relations Commission's and staffs performance have been above and beyond other communities along the north shore. Human Relations Commission Minutes January 26, 2005 Page 4 of 8 There was some discussion regarding fair housing testing and it was requested that Ms. Haynes take steps to look into FHAP funding from HUD in order for the department to resume testing once again as in years past. Ms. Tarr stated that the problem still exists that one half or more of Evanston residents are not aware of the Commission's existence. She stated that with regard to Ms. Young's experience there should be some testing to try and verify whether she was discriminated against. Ms. Haynes stated that part of the problem with Ms. Tarr's comments is that the Commission does not have an enforcement mechanism to make landlords abide by the ordinance and until it has some leverage to deal with landlords/tenants who violate the Ordinance, the same issues will continue. Ms. Tarr thinks the human relations staff underestimates its impact on some landlords when they find out where the call is coming from however, some of the larger ones might not respond to staffs phone calls.. Commissioner Cervantes stated that he heard on the news today that the Mayor of Chicago and his administration are against affordable housing because it tends to discourage developers. A news caster reported that several developers that supported the ordinance, received phone calls from the Mayor's office encouraging them not to proceed with backing affordable housing. Ms. Ester introduced herself and followed up Commissioner Cervantes' comments stating that property developers have attended meetings at the City of Evanston and have indicated if there is an inclusionary zoning ordinance they would abide by it. Chair Buranda stated that she is very pleased that Ms. Haynes' is continually providing education and training for citizens and landlords during the past years and that the Commission will be discussing some of these issues at its upcoming retreat. She also stated that Ms. Haynes has been very diligent in keeping the Commissioners updated on specific issues that she believes they should be aware of and issues/projects that stall' is addressing or involved in. Ms. Beth Berolzheimer introduced herself and stated that she had attended the meeting in support of Patricia Hyland who had not yet arrived. She stated that Ms. Hyland wanted to address an issue she has with the Human Relations Department in terms of how she was treated recently when she called the department for assistance to file a complaint against a landlord who denied her an apartment because she has Children. Ms. Haynes stated that she is unaware of Ms. Hyland contacting the office or who she talked to regarding this matter. She requested that Ms. Berolzheimer give her a phone number so that she could contact Ms. Hyland. Ms. Berolzheimer stated that she believes Ms. Hyland talked to Ms. Haynes and left many messages to have her calls returned. She stated that the landlord in question is very well known in Evanston for these practices which is why it was suggested that Ms. Hyland attend this meeting. Commissioner Cervantes asked Ms. Young if she was comfortable with Ms. Haynes' offer regarding her incident? Ms. Young responded that she was and what she wants to accomplish is reducing incidents such as the one that she experienced, whether its done through testing or educating employees. She stated that she has talked to the IHC staff who are willing to contact the management company and make the suggestion that the person she dealt with go through some type of training. Human Relations Commission Minutes January 26, 2005 Page 5 of 8 She stated that she would call Mr. Thomas the following day (Thursday, January 27'h). Ms. Haynes stated that she will share the outcome of this incident with the Chair and Vice -Chair. B. Community Issues 1. Panhandling Commissioner Lane suggested another way of addressing the occurrence of individuals asking for money on the street which involves people of all economic levels, and this is seen as a problem by merchants in some areas. She stated that the Police Department, EVMARK and the Chamber of Commerce have generated a poster which she believes will not be helpful to panhandlers or herself. She shared some information that she found on the internet about a program called "Chicago Shares", which seems to be an alternative for the Commission to consider and read the information regarding the program. The information mentioned the formation of a voucher system which citizens can purchase and distribute them to needy people they encounter on the street. The vouchers can be redeemed at participating stores and restaurants for food and other basic necessities, but never for alcohol, tobacco or drugs that they may abuse. The "Chicago Shares" program reimburses all participating stores and restaurants on a monthly basis and funds accumulated from unredeemed vouchers, are periodically donated to other organizations to help feed the city's hungry. There is some organizational planning that would be involved if the Commission adopted this idea A manual can be downloaded from the internet for further assistance in getting a program started. It was appealing to her because she would have an opportunity to feed the hungry. An in-depth discussion took place regarding the possible implementation of such a program. It was mentioned that Evanston has an elaborate system and availability of resources that assist hungry and homeless individuals. Ms. Haynes stated that one of the new Deputy Chiefs for the Police Department stated that he and his staff have developed a new brochure outlining a program that sets up funds for people to donate money to agencies to assist people who are panhandling. An anti - Panhandling Ordinance does exist and perhaps the Commission can interface with the Police EVMARK and Chamber of Commerce to see if the program they have developed can be improved or if the current Ordinance should be amended in some areas. Ms. Haynes will get a copy of the Panhandling Ordinance and make it available to the Commissioners for them to review before they decide whether they want to adopt the program that is being implemented, what is the objective of the panhandling law and how it is being enforced. Ms. Haynes will also provide the Commission with a list of social service agencies that provide aide to homeless and hungry people. It was also suggested that perhaps a public hearing could take place to receive inputlfeedback from individuals who do and find it necessary to panhandle. Chair Buranda stated that the Executive Committee could discuss this at their at their next meeting. In summary, the three elements that the Commission wants regarding this issues are: (1) To hear from the Police Department, EVMARK and the Chamber of Commence regarding their perception of the problem; (2) Hear from the social service agencies as to holy big a problem this is and how much service they are able to provide, and, (3) The actual number of homeless panhandlers who are affected by the proposed legislation. At this time in the meeting, Chair Buranda recognized Ms. Patricia Hyland. Ms. Hyland informed the Commission/staff of numerous experiences that she encountered as a tenant Human Relations Commission Minutes January 26, 2005 Page b of 8 which began in 1993 through 1998. Many of her experiences were related to on -going lack of repairs that were not adequately addressed by the landlord(s) therefore, she contacted the City of Evanston's Property Standards Division regarding the code violations for assistance. She failed in her numerous attempts to speak to the Human Relations staff or the Executive Director to assist her with remedies according to the RLTO. Ms. Haynes stated that all of Ms. Hyland concerns regarding repairs, i.e., paling paint, flooding, broken refrigerator, etc., are not addressed by the Human Relations Department but by Propem- Standards. She also stated that it is incomprehensible that someone would not be able to make any contact with human relations staff during the length of time that she indicated in trying to pursue her concerns or needs. Ms. Hyland stated that she did not have any records to support her previous allegations. Chair Buranda informed Ms. Hyland that in lieu of her unpleasant experiences that occurred, the Commission/staff does not want to discourage her or other individuals from seeking the services of the city that available to them now or in the future. Ms. Haynes stated that the city has a web site that provides information for any issue that a tenant or resident might be experiencing or, they may call the Human Relations Department and staff will work with individuals to resolve their problems to best of their capacity, Ms. Haynes stated that approximately three years ago, the city established a process of adjudicating violations of the city ordinances. he resource by which this is conducted is through Administrative Adjudication whereby an administrative law judge hears and make decisions regarding cases. Ms. Haynes invited Ms. Hyland to visit her at the office so that they can address any issues that she may be experiencing. 2. Kingsley School — Gun Incident Chair Buranda stated that the concerns that were raised regarding this incident were the safeguards that could be implemented to prevent this from happening again or reduce these kinds of occurrences and the other issue was the criminal reporting of district employees if they have a previous record. She has talked to Superintendent of District 65 who informed her that the custodian was out on bond and submitted his resignation soon after the incident took place. She also stated that a meeting took place regarding the current safeguards that are in place in the schools and school administrators are trying to form a core group to continually examine these kinds of issues. A meeting will take place on February 7a' ulwre school administrators will explain to the public what is taking place and to and address some of these issues. A discussion took place regarding school board member, Julie ChemofFs continents regarding the occurrence of incidents such as this as diversity increases within the schools, which was troubling to some individuals because it had racial overtones. The school superintendent's secretary stated that she recorded Ms. Chernoffs comments verbatim. There was also some discussion has to who should be responsible for notifying the appropriate entity when incidents such as this and others occur, i.e., the Police Department and the Superintendent of Schools, and, what type of after care/counseling is available for the children. The Education Sub -Committee will address this issue when they meet on Thursday, January 2e. Ms. Haynes stated that she believes the schools need procedures in terms of how to address incidents such as the one being discussed but she is not sure whether this is the Commission's vale. She thinks the Commission should roncem itself with how to address the racial issues that exist within this Human Relations Commission Minutes January 26, 2005 Page 7 of 8 community and at the high school. Evanston continually touts its diversity and the Commission should be educating people who live in this community to practice it. The school board is responsible for notifying students of an evacuation or safety process. She stated that the Commission might want to address whether or not the Police Department should have informed the school board of the custodian's previous arrest. Vice -Chair moved that the Education Sub -Committee examine this issue and the Ideas of creating Possible ordinances to address the issue of reporting felonv arrests of emolovees who work in anv social agencies that work with vulnerable Populations and report back to the full Commission as soon as Possible. A brief discussion tools place to find something between arrest and conviction which resulted in Vice - Chair Ruffolo re -stating his motion as follows: Vice -Chair Ruffolo moved that the Education Sub -Committee eXmnine and eimlore the Pauibilities of creatinef an ordinance that addresses the issue of an emplovee of anv social service attencv that wort with vulnerable Populations that there be mandatory revortin? of that emPloviee who is arrested and/or convicted ofa felony The motion was seconded by Commissioner Haee► amt The Commission discussed this matter further to determine if other type of convictions such as child abuse, domestic violence, etc., are considered felonies and should this information be available to a potential employer. What will be doing the reporting is something the Education Sub -Committee will have to think about. The motion was unanimously auvroved. At this juncture of the meeting, Ms. Goldstein stated that one of the reasons she attended the meeting was to listen to the discussion regarding the Civilian Review Board and since the meeting was running very late, she wanted to know if that item could be discussed before the remaining items on the agenda. Chair Buranda complied with her request. V. unrmished Business B. Police Civilian Review Board — Next Steps Ms. Goldstein stated that she is one of the people who founded the Evanston Civil Liberties Coalition and is concerned about the treatment of some individuals who are stopped for traffic violations, arrested by Evanston Police Officers for other reasons where racial issues are involved, i.e., the gun incident that was discussed above. She stated that for these reasons she would greatly support a civilian review board in Evanston. Considering that this community is supposed to be a town that supports diversity, she would definitely support the community working with the Police. She stated that because of the Patriot Act the Police have expanded power and under the Bush administration is increasing more and more; coupled with this is the constant terror alerts desperately speaks to the need of civilian police review board. Vice -Chair Ruffolo stated that the Commission raised this issue a few months ago and feel it is an extremely important issue and they need to take a look at it They have begun the research process of Human Relations Commission Minutes January 26, 2005 Page 8 of 8 what are the possibilities that make the most sense. He stated that the Commission needs to consider the idea of a public hearing so that people will have an opportunity to participate and share their ideas and thoughts. Chair Buranda stated that if a decision is made to have a public hearing that information will be made available to the public well in advance of it taking place. I Robert Rules of Order Training Ms. Haynes stated that she placed this item on the agenda as an FYI because she has received several complaints recently from condo associations and issues with their boards and how their meetings are conducted. A couple of years ago the Commission/staff arranged for Robert Rules of Order Training. The Mayor invited members of all the boards and commissions (Commissioner Hagemann was the only one from the Commission to attend that training). She is planning to contact the woman who conducted the training then and make arrangements to see if she will be able to do it again and anyone who conduct meetings is interested in attending is invited. She requested permission from the Commissioners to pursue this effort. The training is approximately two hours long. Ms. Haynes responded to questions/comments from the Commissioners regarding this training. Commissioner Cervantes moved that the Commission/staff move ahead with the implementation of the Robert Rules of Order Training A discussion took place regarding this matter that addressed the benefits of the training, such as mm�ing effective meetings and getting things done in an orderly fashion and., that the training will not prevent the Commission from choosing the method as to how to conduct its meetings. For the record, the motion was not seconded prior to discussion. Chair Buranda called for the vote on the motion. jr'he ntotian was unanimously approved 4. Commission/staffretreat The information on the agenda regarding the retreat was a reminder and spoke for itself: Ms. Haynes informed the Commissioners that the retreat will take place in the board room on the Fourth Floor at the library. VI. New Business Ms. Haynes stated that one of the Aldermen is discussing the possibility of adding a youth counselor to the human relations staff. VIL Adjournment There being no further business Chair Buranda adjourned the meeting at 10:58 p.m., with no objections. Respectfully brni by: -'`'�/� � lGLC LZL , Secretary Date: �QS� Doroth wer EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, February 23, 2005 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, Larry Ruff'olo-Vice-Chair. Mavis Hagemann; Michael Green; Michael Cervantes; Samuel Thomas; Kristin Fifles Rowe and Jan Sullivan COMMISSIONERS EXCUSED: Pat Lane STAFF PRESENT: Paula A. Haynes and Dorothy Thrower L CALL TO ORDER — DECLARATION OF A QUORUM Chair Burandi called the meeting to order at 7:10 p.m. and declared a quorum was present. EL INTRODUCTION OF GUIirSTS do VISITORS There were oo guests or visitors in attendance. Chair Buranda thanked Ms. Haynes for developing a guideline which is a new addition on future agendas regarding Citizen Comments. The Executive Committee felt this information ryas needed due based on the disorder that took place by some of the guestsMsitors at the January 26, 2005 meeting. This statement will hopefully allow the Chair, Vice -Chair, Commissioners and staff to process the ngeoda items in an orderly manner. After a brief discussion regarding the contents of the statement there was unanimous agreement to include the statement on future agendas but perhaps there could be some flexibility when appropriate. For the record the following motion was made. Commissioner Cervantes mined thor the Commission accept the recommendation for conducting meetings as Ifisc ssed anddeseriW The motion was seconded by Commissioner Fifles Rowe and wtm imousiv approved Ms. Haynes sttded when the Commission conduct public hearings they can continue with the procedure a"* %"Mow ed but they should add more time for public comments. III. APPROVAL OF MINUTES — JANUARY 26, 2005 MINUTES Chair Buranda called for approval of the January 26, 2005 Minutes. Commissioner Sullivan referred to page 4, East paragraph, and requested clarification to Commissioner Cervantes comments made to an individual in the audience. Ms. Thrower explained that his comments were related to previous dialogue that tools place on page 3. It was determined that an error had occurred when the minutes were printed (page 3 was omitted), therefore, they were held in abeyance until the March meeting for approval. Ms. Thrower rnr31 re -submit the minutes for the Commissioners to review. Vice -Chair Ruffolo referred to page 8, and commented on the statement reEative to a vote on a motion which was not seconded. For the record, Commissioner Cervantes -adtrted the motion that be made at the January 2e meeting: Conunhsioner Ceram morel than the Q�EANNWxww akead with tke inw1envni rior of the Robert Rules of Order Trabdxr. The motion iv Caaonirsioner Greta. T kere was no dacansion and tie mioNow wall xxwL6 sou*, TV. DISCUSSION ITEMS A. Requiring Contractors to Hire Minorities 1. Set asides Haman Relations Commission Minutes February 23, 2005 Page 2 of 8 2. Monitoring Ms. Haynes suggested that before this item is discussed, it should be referred to one of the sub -committees to conduct some research and present a recommendation to the entire body and staff; because all of the information is not available at this time. There are programs all over the country that are designed to address set asides and commissions having the responsibilities for monitoring them. She mentioned a few articles in the Evanston Review writing about this happening in Evanston and it is the belief of some individuals that the Human Commission should have that responsibility. Currently there is no enforcement mechanism and if this something the Commission wants to do, it needs to develop some verbiage for a proposed ordinance and take it through the process to see if it will be approved. Ms. Haynes suggested that whatever sub -committee is assigned this task she feels it is important for them to meet with Alderman lean-Baptistc to get some insight from him in terms of what his expectations are. She also suggested that the Commission nit= with the MWBE Board to determine where they arc and what their expectations are. Lloyd Shepard is the staff person of the Minority Women Business contract programs and he reviews and over sees all of the contracts to insure that there is sonic minority representation for minority women and Evanston residents. Currently there is an issue going on with the Evanston Public Works Department where they want construction companies (who work with heavy equipment), not to work on Jewish holidays because it interferes with the services relative to noise; she believes that Good Friday has also been included. She has an issue with this issue and feels this opportunity should be afforded to everyone relative to holidays. Commissioner Green asked Ms. Haynes was them an economic impact of the asides i.e., fair bousing and how that affectecl the economy here and has a study been conducted to determine such an impact? Ms. Haynes stated that she did not believe that has been done however, several years a study was coaductod to determine if minorities were affected by their lack involvement with the contractors, and the results stated that there were problems here; although there were several objections the issue was placed on the shelf. Commissioner Cervantes stand there has to be a separation regarding this matter. There is a difference between government and private sector contracts. He believes that when the City of Evanston (COE) issues a contract, has set aside and minority business participation, etc. Private contractors are not affected by the regulations that affect the COE contracts,. Ms. Haynes stated that she believes the Evanston Review article focuses on contractors who are working for the COE. Chair Buranda stated that she wonders when the contracts are made between the COE and the contractors, what kind of language is included in the actual attachments and it is her hope that employment opportunities are at the forefront. She stated that it all boils down to enforcement and as Ms. Haynes stated more information needs to be known. Commissioner Sullivan moved that this topic be tabled in view of Ms. Haynes' earlier comments until more information can be gathered. Rather than table the matter Chair Bumnds referred this matter to the Housing and Community Issues Sub -Committees meet to discuss this matter and assignments can be determined later. Chair Buranda stated that item A Fair Housing Procedures Presentation would be tabled for another mating so that Commissioner Cervantes could update the Commission regarding the Human Services Committee meeting that he attended on Monday evening regarding the dialogue that took place — specifically with the Surntner Youth Employment Program (SYEP). Y. UNFINISHED BUSINM A. Housing Committee l . Fair Housing Brochure Update Commissioner Sullivan reported that the Housing Sub -Committee members and Ms. Haynes met on February 9a, and discussed several items. The first item discussed was the list of previously mentioned topics that might possibly be introduced into the retreat that was prioritized at the February 90 meeting relative to housing, might be the enforcement of the Residential Landlord and Tenant Ordinance (RLTO). The second Human Relations Commission Minutes February 23, 2005 Page 3 of 8 item was the Section 8 Vouchers and the third issue was fair housing issues and the fourth was the impact on Evanston of the condo conversions; some of the demographics especially on non -whites populations in Evanston. Other topics not prioritized were predatory lending, landlord protection from irresponsible tenants and the loss of security deposits by renters when property is transferred from owner to owner. The group also discussed the fair housing brochure and agreed that it needs to be revised. Some elements that need changing are that the pictures need to be more diverse including people and housing; the text could be reduced and bulleted for easier reading. At the conclusion of the meeting Commissioner Fifles Rowe agreed to work with Ms. Haynes and staff in re -designing the brochure because she has a combination of talent in graphic design and real estate. B. Education Committee 1. Police Department Reporting Incidents of Criminal Activity Commissioner Cervantes reported that the Education Sub -Committee met and discussed two major items. The members have very strong feelings about the educational component — especially the gap in Evanston. lien: is an overall under estimation of the value of culture, language, etc., in how Latinos and African American youth can learn more effectively. The Sub -Committee feels that they should meet with other individuals who are also looking at the various educational issues before they can put together a proposal for the Commission to look at and how to approach this issue. Commissioner Green stated that he would like to do more research on curriculum design to see if it can be used for everyone in an institution. It is his belief that it cannot be used and it is his experience from working at ETHS, that none of the institutions have changed anything to adopt or design curriculum for different groups of students. Commissioner Hagemann stated that Evanston integrated well but in order to meet the needs of all the people this issue is appropriate to discuss at the retreat. Chair Buranda stated that her perception of ETHS is that it is integrated socially and economically but not in its curriculum. Ms. Haynes stated that she does not know whether the schools have integrated so well. Non minority parents have pulled their children out of the public school system and put them in private schools which explain the number of minorities in the schools. Commissioner Sullivan stated that there is a more positive way to approach this issue. One way is that the world is becoming more multi -cultural and if the schools approach this in an effective way, young people will be prepared better than the homogeneous schools which is a hard case to make for people who are fleeing the system. An in-depth discussion took place addressing the flaws in the systems relative to the gap and the curriculum and how minority students view or are not accepting of non -minority teachers, school officials and a curriculum that is not of their culture. Chair Buranda wanted to know what role would the Commission play in addressing this matter because there are various boards and organizations in existence that the superintendent of school created to support the educational system, and what did the Sub -Committee decide? Commissioner Cervantes responded that based on the previous discussion that took place, this matter is more complex than it looks on the surface and he is not sure whether the answer is only in curriculum or in culture. Vice -Chair Ruf oto repeated Chair Buranda's previous question regarding the Commission's role in this matter but he wanted to know what does the Commission's role and power, its limitation regarding its concerns the Commission do to impact this issue; he doubts whether the Commission have the power to tell the administration how to develop their curriculum, hire teachers or other concerns. Commissioner Sullivan stated that she perhaps Superintendent Murphy could be invited to one of the Commission's meetings so that they could present some of the aforementioned concerns to him. What can the Commission do other than attend meeting and become involved as parents and citizens; he would like a realistic explanation. Chair Buranda stated that she is on the Minority Parent Advisory Council and does not believe they are moving as fast as she would like to see with regard to action because there are other organizations as she previously stated that are acting in support of the school system. She stated there has not been a good representation from parents but Neuman Relations Commission Minutes February 23, 2005 Page a of 8 the Council is trying to fill in the needs of the community, what the African American parents art sa)ing are their challenges and v►hat they would like to see accomplished towards their children educational concerns. Ms. Haynes stated that she was not trying to be diuespectful to Chair Buranda's comments but she thinks the population that she described is very small. She stated that perhaps what the Commission can do is get the parents of the children in the school systems, who are involved in the school systems — involved in them; knock on doors and talk to them about the importance of their being involved in their children's lives. Knock on doors and try to get people involved and bring them out in supportive of what needs to be done. Commissioner Cervantes stated that the Education Sub -Committee is looking at the question of "What is the legitimate interaction of the Commission? He stated that he thinks the Commission should look at some of the issues discussed in terms of what are border issues that could be part of what it does, such: educating parents, conduct mentorship programs and a variety of brings that are currently not under the description of what District 65 or 202 does; these are things that needs to be focused on. He stated that it appears to him that one role the Commission can play is looking at the social issues that surround the educational process. Once a relationship has beta established between the Commission and the school administration, it can then begin to interject its thoughts and concerns. Commissioner Sullivan stated that when she mentioned earlier of inviting Superintendent Murphy to a commission meetin& she recant for the purpose of dialoguing with them or asking him whet can the Commission do to help him. Commissioner Green stated that if the Superintendent is invited to a mating it is going to be very difficult for him to sit and listen to what he is doing because he is in the classroom and he is aware of what is taking place and let him walk out and say nothing. Mr. Molinary stated that after listening to the comments and having read about this issue, it seems according to soiree statistics that he read approximately a year or so ago, indicated that half of the Hispanics and Blacks are not graduating from high school. Many of these youth do not complete college and perhaps it is the image that they do not have of saccessiul people making it" would allow therm to keep ongoing. He stated that maybe the Commission could look into as how to provide some role models; clearly it is not just the education ability, the intelligence or having the money but if they have counselors or mentors in school to help them and they cannot relate to the people around them, these are some of the reasons for failure. Commissioner Cervantes stated that the second issue the Sub -Committee discussed was their responsibility for addnwing some kind of ordinance for individuals who work in children related functions/organizations and, if they get arrested they should be reported. The Sub -Committee was not very enthusiastic about that. They felt that this would be taking a right away from someone when one of the treasured rights as Americans is that one is innocent until proven guilty and cane has to be taken not to over read to situations. There is no question that a felony should be reported but the issue is whether someone who has just been arrested for a traffic tickets, misdemeanors or does it in fad include only felony arrest. He liked this issued to the Commission rejecting the Patriot Ad becsusc the infringements outlined in it on American rights were wrong. He stated that the Sub -Committee discussed that the Commission in some case has to be somewhat like the ACLU and stand up for rights and access when that may not be popular in the community. Commissioner Cervantes also wonders whether the end result of this issue is going to affect minorities much more than anyone else; some type of law will make it an extension of profiling. He stated that the Sub -Committee wanted present this result of their discussion to the Ctimm scion and put in on a future agenda and discuss it in greater detail. Mr. Molinary stet that state law through the lllinois Human Rights Act specifically states that an individual cannot be denied an employment opportunity for an arrest record; this has been state law for the past twenty- five years. He stated that if the school board tries to do something in that vain it has to be very careful how it Human Relations Commission Minutes 1=ebmary 23. 2005 Page 5 of 8 fashion that language so that it will not be in contravention with state law. Ms. Haynes stated that it appears that District 65 is attempting to pass as part of their personnel policies that would require employees to report when they have been arrested. The school district sill determine what type of action will be taken against the individual. Commissioner Cervantes stated that one of the other things the Sub -Committee addressed relative to this matter was to ask or consider, is what are the pros and cons. The Sub -Committee determined that the negatives exceeded the pluses. They also agreed that this was an internal supervisory problem that needs to be addressed. He stated that if some laws/ordinances are created regarding this matter, the Commission should have a voice in saying that they are just, will be evenly administered and to ensure that peoples rights arc protected as much as possible. Mr. Molbuuy stated that what has been discussod arc issues related to children's safety. The arrest is incident to what happened and the Commission might want to make a recommendation to safety issues, regardless or .rregardkw of whether it's based on an artist or some other issue. Chair Buranda stated that since time is important regarding this matur she wanted to know if the Commission wants to make a recommendation. She stated that the core issue of this ma ar which she thinks the Education Sub -Committee is excluding the children. Ms. Haynes suggested that the Commission look into this matter further and find out how has the school district handled situation like this in the past. Commissioner Sullivan stated that she is not sure if the human rights of children we being violated relative to safety and does the physical safety of children fall within the purview of the Human Relations Commission? She believes this issue is out of the purview of the Commission and is a board of eduction and city issue as to how they manage and fund security for the schools. Chair Buranda stated that the children are the most vulnerable and are the ones they should be cognizant of and however, the rights of the perpetrators should not be disregarded but the administrators am not attention to the rights of the person involved in the issue being di9cussed. She agreed that this matter could be plaood on a future agenda however, while the school board is continuing to talk and possibly beginning to implement some measures in this incident, what can the Commission offer? Vice -Chair Ruffolo stated that since he was the one who made the motion regarding this matter, his purpose for doing so was to determine whedrex the Human Relations Commission have a right and responsibilities to address safety issues for residents in our community in an equitable way. He stated that considering everyone's rights, is there anything that the Commission can do to weight in on this matter whether it is by offering an ordinance or not? An in-depth discussion took place regarding the Sub -Committee addressing this issue as an arrest as opposed to a conviction; their discussion decision was based on an arrest and, under what circumstances would the Commission propose that something is done? There was more discussion regarding safety. It was (malty decided that the Commission would think•k about this further place this matter on a future agenda and perhaps discuss it at the rcw=t. Chair Buranda stated that she will be meeting with the Superintendent of District 65 to gather more facts regarding what has been prepared and share that information with the Commissioners and staff. C. Community Issues Committee 1. panhandling Information Hwnan Relations Commission Minutes Fehuary 23, 2005 Page 6 of 8 Ms. Haynes stated that Commissioner Lane had taken the lead on the item however she was not at the meeting to provide additional information. Ms. Haynes provided the Commissioners with several documents (i.e- soup kitchens and shelters), that were obtained from the Police Department regarding this matter. She briefly reviewed some of the statistics in one of the documents and she has not received the new handouts from the Police Department regarding panhandling. Commissioner Green stated that he spoke to several homeless people and particularly a homeless person who he is acquainted with regarding panhandling. He asked the man wbat could be done to help his situation, i.e., providing individuals with vouchers to get food? The ratan told Commissioner Green that the people receiving the vouchers would sell them for fifty -cent on the dollar and that he did not want vouchers; he wanted a job. He also stated that if the person presenting the voucher did not have any identification to present to the establishment, anyone could use the voucher system. Commissioner Hagemann stated that she has discovered by talking to people in her neighborhood that they would like to have knowledge of all of the services for the homeless that staff included in the Commissioners packets. She stated that this information needs to be publicized in some way. There was also some discussion of ivaving cards available that citizen could give to homeless individuals. Ms. Haynes started that the V t of Health and Hun= Services has the responsibility of educating the community who are need of specific housing and food services. Chair Buranda stated that she has talked with the candidates who are running for Second and Fifth Ward Alderman and this issue is going to be part of their campaign. She works with EMC and their sentiments are that there is a lack of responsiveness from organizations who are ad up to offer these services and frm the city. Commissioner Fifles Rowe pointed out that panhandling does not naxswily mean that a person is homeless; they are asking for money. Commissioner lbomas stud that he would support the idea of merchants having cards available to residents to give to these individuals. He stated that perhaps the Commissioners could visit the businesses, present them with this idea and see if they are in favor of keeping these cards an hand. Ms. Haynes stated that before the Commission gets too involved in this imm they treed to interfux with the Police, EVMARK and the Chamber of Commerce because dicy have put togctherr a program that falh within their responsibility. It was also decided that this item would be held in abeyance until Commissioner Lane could comment on her premise for wanting to address this m nff. Chair Buranda stated that she will attempt to contact Mr. Terry who is the Director of Health and Human Services, to see if she could receive some feedback from him regarding this matter. VL NEW BUSINESS A. Black History Month Pot Luck Luncheon Ms. Haynes stated that Human Relations will be celebrating its Third Annual Black History Month Pot Luck Luncheon on Thursday, February 20 from 11:00 a.m. to 1:30 p.m., at the Civic Center in the Parasol Room on the Fourth Floor and, all of the Commissioner are invited to partake in the food and entertainment. B. Commission Retreat Ms. Haynes confirmed that the retreat will take place on Friday, March 116 and Saturday, March le at the Evanston Public Library. Vice -Chair Ruffolo will send a confirmation e-mail to everyone. The agenda items will be based on the issues that each Sub -Committee present; Chair Buranda and Vice -Chair Ruffolo will contact Mr. Fontana to get the specifics as to how things should unfold and this will also be shared with the Commissioners. At this time in the meeting, Commissioner Cervantes proceeded to provide an overview of two items that he observed regarding the Human Services Committee meeting that he attended on Monday evening. The first item had to do with witnessing the citizen complaint review process that the Commission needs to know more about. The second issue which he views as much more important in terms of immediacy and along range issue was the debate that took place by the four Aldermen regarding a previous request by Alderman Jean- Human Relations Commission Minutes February 23.2005 Page 7 of 8 Baptiste trying to get additional monies to enhance the SYEP. He stated that he was going to recommend that a special meeting take place to discuss it in more detail to address personnel staff including making reference to individuals %bo sit on the City Council. With regard to the citizens complaint review process his observation was that that Police Chief Kaminiski sends to the Human Services Committee (HSC) a memo in which puts in the pertinent citizen complaints that are up for review. The particulars of each case is reviewed individually by the Chief based on the documentation that he receives from the Office of Professional Standards (OPS), the department that conducts the investigation. The possibilities for a case is either unfounded, withdrawn, unresolved, SOL (stay on leave to reinstate, not sugainod, exonerated, policy failure, not city relaxed and sustained. Very few questions were asked by the Alderman regarding the cases presented and he did not get an impression that they were prepared to asked questions regarding the cases. From an informational standpoint, very few questions are asked and whatever resolution is completed by the OPS is pretty much accepted. Commissioner Cervantes stated that he believes a couple of requests were made and in one case it was found that a person's car was illegally and the person was paid monies to have the car rckased however, the individual was never notified that he/she was entitled to have that money returned was never officially notified by the Police Department to cane and get the money. Alderman Jean -Baptiste made a recommendation that in the future the Police should go out of their way to inform the individual of such. He stated that Chief Karniniski did say that every time a complaint is failed, the procedures associated with that complaint are revicvmd. He reviewed one case that involved handcuffing an individual. He estimated that the entire process of reviewing the cases and whatever discussion occurred happened within a half an hour if that; all of the casts had different dispositions. In summary, Commissioner Cervantes stated that the process that he observed leaves a lot of questions unanswered which the Commission needs to pursue in order to determine how citizens complaints are addressed. He gave copies of the documents that he had to Ms. Haynes and asked her if she would make sure each Commissioner rnoeived a copy. Chair Buranda stated that the Commission has to be very careful in approaching the Aldermen and asking them to tell this body how they adjudicate or evaluate the reports that given to them. This would suggest that the Commission does not trust them or are doubting them. Commissioner Sullivan stated that the information Commissioner Cervantes shared is valuable because it helps them understand the process and under the Right To Public Information, the Commission have the right to know how public processes work. She staled that some time ago the Commission compared this process with other processes around the country. This city's process indicates that citizens are not involved and how does this compare with other well respected processes around the country; are the citizens involved and are the people doing the reviewing the complaints paid members of a police department? Commissioner Cervantes stated that the Chief Kaminiski also handed out a packet of complimentary letters that the Police Department has received. The second part of the HSC meeting involved a proposal that was made by Alderman Jean -Baptiste to somehow improve youth services in Evanston, which is in two parts. One piece of it is to conduct an assessment of all the youth services being conducted in Evanston by several sources in town. Ms. Haynes stated that Alderman Jean -Baptiste has been on the beets of the former City Manager for several months because he believes there a population, sixteen through twenty-four year olds in Evanston, who are faking through the cracks and not being served in terms of employment. He has recommended to the City Manager and City Council that the Human Relations Commission assume responsibility for these individuals. When she appeared before the CDBG Committee in November 2004 for 2005/2006 funds approval, she was asked by than "If Human Relations conducted a program what would it be?" From that question she prepared Human Relations Cotmission Minutes February 23, 2005 Page 8 of 8 a program and presented it to +ts. Aiello who was the Interim City Manager at that time but she did not hear from bar. Approximately two weeks before the new City Manager, Julia Carroll arrived, Ms. Aiello informed Ms. Haynes that she could not support or approve the program that was submitted; Mr. Terry was also involved. When all parties met with Ms. Carroll it was determined that there needed to be an assessment of all the youth services in Evanston, who is being served and if anyone is falling through the cracks. It was also determined that the person conducting the assessment would also coordinate the SYEP, therefore, the half-time position in Human Relations would become full-time and the salary for this individual would be thirty -du= thousand dollars. Coaunissioner Cervantes stated that prior to the discussion of this topic, the Library Board asked the HSC to fund than one and a half million dollars; they received one million dollars. He stated that the case presented by the Library Board was shaky and did not address very specifically the needs of minority youth in Evanston. He stated that the HSC was more confident in giving the Library a million dollars than they were giving the Human Relations Commission thirty-three thousand dollars. He again asked that a special meeting taloe place to discuss some details of what that challenge might email for the Commission and everything that they discuss at the upoaning retreat is dependent upon its credibility and the confidence that the HSC has in the Commission which appears very low. Ms. Haynes provided the Commissioner with a report dw was prepared in 2001 regarding the SYEP. C4m sioner Cerwntes mved that the Commisskm comet a szwcial nreetiv as soar as pptsiblewhereby th►ev can descrgKje d discuss this ►ruyer in detail and it reauirps a special meeting beCgyre it will be o �ofLNffand will rWuore a disc=hw ofcordk6x= in made that it x+w wi/hL rrarrrely the f Smias CatrtMtltte. The motion was seconded by Cowwdsrimw Greem After a brief discussion, it was determined that the special meeting would take place Wednesday, Match 66. The fflpd r way sa mein ausly vn�o dd VU. Adjournment There being no further business Chair Buranda adjourned the mating at 10:25 p.m., with no objections. ly submitted : Secretary thy Thrower VUL Next meeting— March 23, 2005 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, March 23, 2005 7:00 p.m. — Room 2402 APPROVED CQMM MIONERS PRESENT: Schona Buranda-Chair; Larry Ruffolo-Vice-Chair, Mavis Hagemann; Michael Cervantes; Kristin Fifles Rowe; and Pat Lane COMMUSSIONERS EXCUSED: Jan Sullivan; Michael Green and Samuel Thomas §Y)1FF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTIVISITORS: Bill Stafford -Finance Director, COE; Bobbi Tolston-Brown- Purchasing Director, COE; and Lloyd Shepard -Business Development Coordinator for the MWEBE Program, COE; Rebecca Severson -Evanston Roundtable and Gemariah Borough -Ca' Boy Productions WFP L CALL TO ORDER — DECLARATION OF A QUORUM Chair Bumnda c 0led the meeting to order at 7:25 p.m. and declared titer was a quorum. ILL 011TRODUCTION OF GUESTS & VISITORS The guest presenters from the Finance Department and visitors introduced themselves. III. APPROVAL OF MINUTES — February 234 mad JamuM 26, 2005 M]MITES Chair Burands postponed approval of the February 23'd minutes and moved the agenda to Item IV so that the staff from the Finance Department could make their presentation regarding the Minority Women and Evanston Brainess Enterprise Program (MWEBE). IV. DISCUSSION ITEMS A. MWEBE Program Ms. Tolston-Brmm stated that the MWEBE Program was introduced into the COE and a resolution was passed in August, 1997. This occurred as a result of a disparity study that was conducted by consultants hired by the city. The study was based on purchasing for procurement which resulted in a resolution and the purpose ofdw MWEBE Program is specifically for the procurement process. A recommendation was made to the City Council to form a Minority Business Enterprise Advisory Committee who is responsible for v+nazeeing the MWEBE Program; staff reports and meet with that body on a monthly basis to update them on purchasing activities. Ms. Tolston-Brown reviewed all of the documents that the Commission/staff received relative to the MWEBE Program and talked extensively about the Purchasing Division's involvement with the en - moors and sub -contractors who have construction projects in Evanston. She pointed out that the Pumhasing Division has aspirational goals as a result of the disparity study that was conducted; for construction projects it is 25% participation and that is a collaboration of minority, women and Evanston - based business. If the contractor cannot meet the 25% they have an opportunity to ask for a waiver for whatever percent they cannot meet. Mr. Shepard's reWonsrbility is to assist the contractors in finding minority, women and Evanston businesses to help them meet the 25% a pirational goal. He also monitors the projects to ensure that the contractors are in compliance which includes filling out a letter of intent. Ms. Tolston-Brown stood that she is aware that the Commission has raised questions regarding the hiring of minorities in Evanston and their Employment Program is a part of the MWEBE Program, however employment is more of an encouragement but not a goal. She stated that Purchasing encourage contractors, especially on rc-development agreements, construction and sewer relief projects, to hire Evanston residents. This is a policy that cam from the City Council and it has less enforcement than the actual goal because of the resolution. The Sheraw Plaza Development Contractors have agreed to work with the city in hiring as many Human Relations Commission Minutes March 23, 2005 Page 2 of 4 Evanston residents as they can. As a result of this agreement, the Purchasing Division conducted a job fair on this date; an ad was placed in the Evanston Review for two weeks, notifying Evanston residents who were interested in obtaining constriction work to attend the event. She stated that seventy-seven individuals were in attendance; the project will go until April 2007, Individuals who have the skills to work on this project will be placed on the contractor's short list and will be hired when jobs become available; to -date the contractor has hired two Evanston residents. Ms. Tolston-Brown stated that one of the good things that came out of this effort is that the city has a vested 'interest in the garage portion of the Sherman Plaza project for which city dollars are spent giving it more influence. The contractors however, are willing to extend this opportunity beyond the garage and throughout the life of the project. To -date the total people working on that construction project who meet the guidelines prescribed by MWEBE are: W. E. O'Neill who is at 10.8% of the total goal of 25% and Focus (whose report %as received by Purchasing on this date and has to be reviewed), is at iNt �. cly IVIs of the 25% aspirational goal. 7be Finance staff responded to several questions regarding the Sherman Plaza project and the MWEBE Prv�am, relative to the hiring of minorities and women. Mr. Stafford and Ms. ToWn-Brown reiterated that the MWEBE Program is inclusive of minority and women busincases. This is a purchasing program and staff is looking for business that are not only minority and women owned but also businesses that are owned by Evanston residents; this is not an employment program; there is no distinction made between minorities and women. The city does not have control of hiring where there are non public funds because those contracts are not let through the city; the city can control monies that it finances or a portion of it. Ms. Tol[ston-Brown stated that during the past fiscal year with regard to the number of contracts that the city has pumhasod for work around Evanston, 95% of those contractors have met the 25% hiring guidelines. Staff' has become more pro active in terms of withholding payment if a contractor does not meet the goal set forth by Purchasing. She stated that the city did have a sewer relief program that lasted for ten years however, this is its last year and a part of that program required contractors to hive a certain number of Evanston residents after training them for a specific number of hours and, hiring those individuals once the training was completed. Staff' has to now look at other creative ways of getting Evanston residents hired and with all of the attention that the City of Chicago and other programs have gotten, Evanston has to be very careful that it does not create a set aside program because legal case law is getting away from that type of program. Chair Buranda asked Mr. Stafford what role could the Commission play in assisting the Purchasing Division in trying to so=c more minority hiring in Evanston? Mr. Stafford stated that if the Commission give staff guidelines then they will try to fulfill them by carrying out the policy of the Council. He stated that the Commission has to remember that the current policy established is that of a purchasing program and if the issue is an employment program, this would require be a policy decision from the City Council. The Finance staff concluded their presentation and received thanks from the Commissioners for appearing before than to address their concerns that they had regarding the MWEBE Program and their hiring requirements. Chair Buranda referred back to agenda Item III. Approval of The Minutes. It was decided that the Minutes for January 24 would be deferred to the April meeting for approval in order for everyone to have an opportumity to review page 3 or the entire contents. It was also decided that because the majority of the Commissioners did not have an opportunity to review the February 23 d minutes, they would also be deferred to the April meeting for approval. It was also decided that the Executive Committee would address reducing the length of the minutes and what information should be reflected in them. B. Fair Housing Month (April) Activity Ms. Haynes stated that sometime in the near future she would like to meet with the Housing Sub -Committee to discuss the impediments to fair housing and possibly join forces with the NAACP this year by having some type of open forum to discuss fair housing and the impact that it has on the Evanston community, which ties Human Reunions Commission Minutes March 23, 2005 Page 3 of 4 into affordable housing. She stated that in previous years staff has prepared a proclamation declaring April as fair housing month. It was determined that staff would sec if they could retrieve a previous proclamation to revise it if necessary and have the Mayor sign it so that it could be presented to the City Council for approval. Chair Buran& asked the Commissioners to think of sonw other things they might be able to do if connecting with the NAACP was not possible. C. Development of Commission/Staff Evaluation Process Ms. Haynes stated that apparently while she was away last year the By-laws were amended so that the Commission would be responsible for conducting an evaluation of itself and her and, she wanted to know what details had been laid out to achieve this goal. She asked if the Commission wanted to address the matter at this meeting? Chair Buranda stated that she thinks this matter could be addressed alter the Commission/staff retreat takes place to determine if this a good time for the Commission to evaktate themselves, how often it should be done and how they would evaluate themselves based on their effectiveness. D. Location of Meetings There was unanimous agreca att that the Commission should begin conducting as many monthly meetings as possible in other areas/facilities within the community, providing there is adequate planning ahead and, to let the person(s) in charge of the facilities know that the Commission is not there to cause a disturbance but to be helpful and provide services to them. She suggested tbat the Community Issues Sub -committee identify locations and staff could contact those places to determine/schedule dates and times the meetings could take place. Commissioner Lane, who is a member of the Community Issues Sub -committee, identified Elie Public Library, Fleetwood-lourdain, ETHS, Family Focus, Robert Crown, the Levy Center and Chandler -Newberger Community Center as places for staff to contact. V. UNFINISHED BUSINESS A. Police Civilian Review Board Public hearing Chair Buranda stated that she and Vice -Chair Ruffalo met with Julia Carroll who is the new City Manager last Friday and informed her of the Commission's on -going dismission, the expressions of dissatisfaction and discontent that have been expressed by the community as well as the law suits filed by citizens; the Commission's attempts and desire to work with the Police Department to deter a continuation of incidents such as the one occurred the last March; the discussions that have taken place regarding having an independent civilian board to review complaints filed against Eire Police Department; and the Commission's desire to hold a public hearing regarding this item. Ms. Carroll informed Chair Buranda and Vice -Chair Ruffolo that she would like the opportunity to review the complaints/issues and have an opportunity to respond to them or correct whatever problems that lie within. Ms. Haynes stated that Police Chief Kaminiski talked to her about forming a committee (made up of various individuals from the community), and have that body run parallel to the Human Services Committee who evaluates and make determinations regarding police complaints. By having these two committees he could see if there is a difference in the determinations that are made. A brief discussion took place as to how the public hearing should be organized. It was determined that speakers need to be identified and develop promotional materials that could be disseminated to the media and various gmups/organizations/agencies. Vice -Chair Ruffalo suggested that a sub -committee be assigned the task of planning the hearing within the next few weeks. Staff will also identify a place for the next Commission meeting to take place. Chair Buranda stated that she will give Ms. Haynes information regarding all the police information that she has gathered so that it can be included in April's meeting packets. She also stated that aside from Adam Schwartz of the ACLU who addressed the Commission a few months ago regarding citizens rights relative to Police matters, there is also Kathy Crawford who addresses police accountability and a professor at NU Law School who the Commission might be interested in contacting for the public hearing. Chair Buranda and Vice -Chair Ruffolo will begin gathering resources for the public hearing. Chair Buranda will contact the other Commissioners to see if they would be interested in serving on this sub -committee. Commissioner Hagemann agreed to serve as an alternate if she is needed. B. Summer Youth Employment program Update Haman Relations Commission Minutes March 23, 2005 Page 4 of 4 Ms. Haynes took a few minutes to review the documents that the Commissioners received regarding the Job Fair which will take place on Saturday, April 23`d and she encouraged them to take some time and help with the set up on Friday, April Vd. Ms. Hayes also announced that Mr. Thomas has resigned from the Department effective Monday, March 28". Since there is not enough time to recruit someone and train them to replace him, she and Ms. Thrower will take care of all the administrative tasks and functions of the SYEP. C. Commission Rctreat VL NEW BUSINESS Ms. Haynes stated that on April 2 d at 12:30 p.m., Channel 7 is going to air a program regarding students and race relation.. Chair Buranda suggested that the Education Committee could provide some information regarding the program at the next meeting. Chair Buranda asked Ms. Haynes if she could share any information with them, whether at next council meeting there will be a discussion regarding the second part of Alderman Baptiste's proposal to hire a youth coordinamr in the Human Relations Department. Ms. Haynes informed the Commissioners that she met with Ms. Carroll, Ms. Aiello and Mr. Terry today to begin brainstorming about the assessment that will take place in accordance with the resolution that was approved by the City Council. She stated that it appears that the assessment will be comprised of agencies providing recreational as well as employment opportunities for youth. It does not appear at this point that there will be any interviewing and feedback from the popuiation that is being addressed. An RFQ will be submitted only to those agencies who =eive f mdung from the city because it cannot control what an agency does as opposed to those who doe not receive city funds. After an in-depth discussion by the Commissioners, it was their desire for Ms. Haynes to relate to Ms. Carroll that they believe a needs assessment of some kind is needed to have an overall determination of whether the agencies receiving city funding are providing the necessary services to the population in question Chair Buranda stated that she will send everyone information about the Board of Education meeting that took place on Tuesday night, March 20, where the Minority Achievement Gap was discussed. VH. Adjournment Them being no further business Chair Buranda adjourned the meeting at 10:15 p.m., with no objections. MR]y submitted by: D #thy Thrower VIM Next meeting — April 27, 2005 Secretary Date: �Y"49s— ,Y:;:.. EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, April 27, 2005 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Larry Ruffolo-Vice-Chair, Mavis Hagemann; Michael Cervantes; Michael Green; and Jan Sullivan COMMISSIONERS EXCUSED: Schona Bumnda-Chair; Pat Lane and Kristin Fifles-Rowe COMMISSIONERS ABSENT: Samuel Thomas S "PRESENT: Paula A. Haynes and Dorothy Thrower CWIVISITORS: Frances Seidman -Commission on Aging; Betty Ester; Wizer Henison- resident and student, Oakton Community College; and Emory Williams -Trustee, Oakton Community College L CALL TO ORDER— DECLARATION OF A QUORUM Vice -Chair Ruffolo called the meeting to order at 7: l3 p.m. and declared there was a quorum. He chained the mating during Chair Buranda's absence. IL INTRODUCTION OF GUESTS & VISITORS The visitors introduced themselves and stated their purpose for attending the meeting. Ms. Ester stated that she .was waiting for the Economic Development Committee meting to begin because she wanted to hear the discussion regarding a study that was conducted by a group relative to the Church/Dodge TIF matter but it was not on their agenda. She provided some information regarding this particular TIF. Ms. Haynes suggested that the Mousing Committee might want to consider placing this matter on their agenda and make a decision as to whether the Commission sbould take a position or not because it does impact or fall within the role of this may. III. APPROVAL OF MU UTES —.January 2e; February 23'a and March 23, 2005 MINUTES Vk*-Chair Ruffolo called for approval of the January 26th minutes. He moved to approve the minutes. The motion was seconded by Commissioner Hagemann and since there were no corrections they were unanimously approved. Vice -Chair Ruffolo called for approval of the February 23'' minutes. Since there were no correctiom or objections, the minutes were unanimously approved. Vice -Chair Ruffolo called for approval of the March 23'd minutes. Since there were no corrections or objections, the minutes were unanimously approved IV. DISCUSSION ITEMS A. Style/Type of Minutes The issue before the Commissioners and staff was to determine the options available in terms of streamlining the minutes. Each Commissioners offered comments regarding information they would like the minutes to contain. Ms. Haynes suggested that for the next few meetings before the minutes are disseminated for review, the Executive Committee will review them relative to content and style. It was decided that if someone challenge the contents of the minutes that matter will be addressed when it arises. Ms. Haynes stated that tapes of the minutes are kept on file for one year if someone wanted to listen to them. ACTION: Commissioner Sullivan, moved that the Commission institute minutes that are summaries wish key bugles paints of discussion with Ilow u action that is to occur, far 1bur months and W thg point. evaluate their electiveness and whether information thev want is being convold.ifsoinutitute the style as a permanent form ofminutes. The motion was seconded by Commissioner Green and unannimously annroved. NOTE: The four month period will include May, June, July and September since the Commission does not meet in Augurs. PR Human Relations Commission Minutes April 27, 2005 Page 2 of 4 B. Duration of Meetings Vice -Chair Ruffolo stated that Commissioner Lane has conveyed concerns regarding the length of some meetings relative to discussion items and suggested that a way is implemented to keep discussions within time limits to complete the agenda in a more timely manner. The following comments were offered: eCommissioner Cervantes: Since the Commission only meets once a month time limits should not be placed on discussion items or the length of time a Commissioner needs to make a point; *Commissioner Sullivan: Each person should be rk-yponsible for not repeating or prolonging a point they want to make; this is incumbent upon the Chair to make such a determination. If question is called, Robert's Rules of Order state that a vote has to take place whether the discussion should be closed; @Commissioner Green: Topics should be discussed as thoroughly as possible but also be conscientious of repeating what has been said over and over again; make decisions when addressing issues; and, *Vice, -Chair Ruffolo: Would like the meetings to be as time effective as possible without sacrificing anyone's freedom and right to speak their mind, however, everyone should be as concise as possible and, the Chair could do a better job of monitoring discussions and keeping order. C. Education Committee 1. Relationships between/Among High School Students (7:45 p.m.) At this juncture of the meeting Commissioner Green requested that Vice -Chair Ruffolo visit item number 3. (Oakton community College (OCC) Incident) on the agenda. Ms. Henison stated that she is a student at OCC and provided detailed information regarding the verbal and physical attack that she experienced from a White Male at OCC on February 14, 2005, 6:05 p.m. at the Des Plaines campus bookstore when she attempted to return a book. Ms. Henison stated that her primary reasons for appearing before the Commission was to solicit their assistance in this matter for the following reasons: •The length of time that it took OCC's Public Safety personnel to respond to time incident while it was occurring and the bookstore staffs failure to respond by providing information regarding the incident; •OCC's administrative personnel's failure to contact her the following day to see if she was alright or provide crisis intervention; *Ms. Henison was never afforded an opportunity to identify the perpetrator while classes were in session; Chief Nolan stated that one of his officer investigating the incident had run into some opposition because the teacher who had a roster of his students refused to let him see the names because of confidentiality; •Ms. Henison had to call and report the incident the following day to the Officer Lawler of the Des Plaines Police Department who told her that she needed to get a police report from the campus police but did not receive a report from them until three weeks later, •Ms. Henison wants the Public Safety personnel to openly admit that they did not handle her incident with more sensitivity or have a crisis intervention team available to talk with her, @Implement sensitivity training for the Public Safety officials at OCC because prior to her being attacked she was called a "Nigger" and told that she was going to die; Provide awareness of criminal incidents; provide security/safety for other students who are victims or have been threatened; and •Hiring of African American/minority public safety officials at OCC; Ms. Henison was asked several questions during her citation of the incident. Commissioner Sullivan asked Mr. Williams what the due process is at OCC? Mr. Williams responded that as a trustee he cannot represent the board unless he is working with the board and he attended this meeting as a concerned individual. Whatever pnxm Ms. Henson is entitled to she should have and he will do everything to make sure she get it. He has met with several OCC administrators regarding this incident and since Ms. Henison could not identify her attacker his primary concern is to make sure she is comfortable going to class and leaving the campus (escorted to transportation if necessary). He also stated that this incident has been considered racial and it has been reported to the State. Mr. Williams met with the president of the board last evening and it appears that something has fallen through the crack. He informed Ms. Henison that she will not loose any classes but she Human Relations Commission Minutes April 27, 2005 Page 3 of 4 might have to make up some time; she will be allowed to pursue the class that she missed. He has made temporary arrangements this semester for her to complete her class through the teacher who runs the program in Skokie which is at a different campus. He told Mr. Henison to contact Kelvin West and reiterated that she should continue to pursue her due process however possible. Thera was some discussion as to what role the Commission should take regarding this matter, since Ms. Henison is a resident of Evanston. Commissioner Cervantes suggested that the Commission send a letter to the President ofOCC addressing not only Ms. Henison issues regarding this incident but concerns of this body. He was requested to put those concerns in the form of a motion. ACTION: Commissioner Cervantes moved that the Executive Committee write a letter to the President of Ot:C. intgMt:ng helshe that Itit'ss. Henison. a resident of Evanston. has appeared before the Commission rrardinQ the assault incident that occurred to her two and half months afro for which there has obviously been no resolution and fell thev the followine issues from a human relations stand point. are important for the president to Pery some attention and the Commission would appreciate a response regardine them and their current status: This incident was an obvious "hate crime' :' P1�publlc softy sra(�` did riot respond ¢nt�roPrrattly to the overall incident and that the obvious issues ofsafery concerns. i.e., pVchologkgjl 2hysical wAy 12Loddfressed: fJ There was no official investigation regarding this attack The Des Plaines Police was called not at the insistence of the college but rather by Aft Henison 4) 77urt ChiefNolarr. head ofOCC's Public Safety, told Mi. Henison that she had no cafe. ?he end of the letter should include a time line for a response and also convey the Commission's concern about the potential for broader Issues and as a Nunn Relations Commission it could passibiv be helpful. The motion was seconded by Cominkslaner Green._ A discussion continued regarding the particulars of the incident Mr. Williams reiterated his previously stated position as a trustee and his actions that have taken place thereafter. He left the meeting and thanked the Commission for inviting him. (9:20 p.m.) ACTION: The motion was unanimously anoroved The Commission thanked Ms. Henison for attending the meeting and told her that she would receive a copy of the letter written to the President of OCC. (9:20 p.m.) Vice -Chair called for a five minute break in the meeting (9:28 p.m.) Vice -Chair reconvened the meeting and revisited item 1. and 2. under Education Committee. 1. Relationships BetweeWAmong High School Students 2. The Educational Gap Commissioner Cervantes stated that the Education Sub -Committee met to discuss what are some of the underlying reasons why the Gap exist. The sources they discussed were: (1) To what extent are the teachers unconsciously embracing racism without realizing it?; (2) To what extent is the relationship among high school students part of the source for the Gap? and, (3) is the "acting White" an issue; the rejection of some individuals values or the role that "Ebonies" play in the relationship among students? A brief discussion took place wherein the Commissioners related their different perspectives as to why the Gap exist and suggested ways to address this problem. Commissioner Green suggested that the Commission consider contacting Jonathan Kozo] who has authored several books relative to social inequalities for his assistance in trying to solve the Gap and to get the city to support the Commission's attempt to solve the Gap issue that exists in Districts 65 and 202, but more so in 65, by designing a new curriculum to get a better response from the students. He stated that the teachers in both school districts have to be taught to deliver the curriculum correctly as a mean of solving the Gap. Commissioner Hagemann expressed concerns about the poorest children being placed in classes with children whose parents are educated and have money; the teacher focuses on the affluent because the curriculum has been designed for these children. Commissioner Cervantes stated that Districts 202 and 65 have boards of elected officials who represent the community and address these issues; the Commission has to determine what is the appropriate role it can play or focus on regarding the Gap. • Human Relations Commission Minutes April 27, 2005 Page 4 of 4 ACTION: Vice -Chair Ruffolo requested that the Education Sub -Committee meet again and revisit this issue soon and try to decide what it wants to do given the parameters it is able to work with and what makes sense. D. Housing Committee 1. Update Fair Housing Brochure (10:00 p.aL) Ms. Haynes stated that she had not heard from Commissioner Fifles-Rowe since she agreed to be responsible for the graphic designs of the brochure. She stated there is a need for the new brochure sometime soon because the new City Manager has requested that each department develop goals for which they will be evaluated on during the next twelve months. One of Human Relations goals is to notify the over fourteen thousand apartment owners of those buildings of the Fair Housing Ordinance, the Landlord(Fenant Ordinance and of the services that the Commission/department provides. V. UNFINISHED BUSINESS A. police Civilian Review Board Public Hearing (10:04 p-m.) Vice -Chair Ruffolo stated that at the March meeting it was decided that a special sub -committee was going to be formed to discuss this matter and make some plans. He has talked to a lady named Sue Quinn who is the Executive Director of National Association for Civilian Oversight of Law Enforcement (NACOLE) in San Diego. The organization consults and helps many communities determine what kinds of policelcivilian oversight models would work best for their communities and how to get started. He stated that the Commission has to determine whether this is something the community wants to do and is it feasible? Commissioner Green suggested that each of the nine Sub -Committee members is given and be responsible for a specific task within their committee and any thing over nine tasks is too much work. Emphasis was placed on individuals taking on responsibilities and failing to follow through. ACMON: Vice -Chair Ruffolo stated that he will make sure that a sub -committee is formed at the follow up Commission/staff retreat Friday evening, April 296. Vice -Chair Ruffolo will try to e-mail the linkstpages re. police review boards by Friday. B. Summer Youth Employment Program Update (10:30 p.m.) Ms. Haynes thanked All of the Commissioners who volunteered their time and effort at the Job Fair on Saturday, April 23` 1. She provided an update regarding the overall events, staff that she has hired and the current administrative processes that staff' is involved in relative to the placement of youth. C. Commission Retreat (10:42 p.m.) The follow-up retreat will take place at the Civic Center an April 29a' at 7:00 p.m. in Room 2402. VL NEW BUSINESS (10:45p.m.) Ms. Haynes informed the Commissioners that the Kiwanis will provide the food again this year for the CommtiN17Y . She has requested that the theme of this year's picnic celebrate and recognize the men and women in the military who are serving and protecting this country abroad. Rafael Mofinary will be conducting in-service training for the Police regarding the Landlord/Tenant Ordinance in March and April. VD. ADJOURNMENT (10:57 pat.) 'There being no further business Vice -Chair Ruffolo adjourned the meeting at 10:53 p.m., with no objections. Respectfully bmitied by: f�lprLa7e.c..e� ��. Executive Secretary Date: fAl Dorothy Thrower EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, May 25, 2005 7:00 y.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, Lary Ruffolo-Vice-Chair, Mavis Hagemann; Michael Cervantes; Michael Green; Jan Sullivan and Samuel Thomas COMMLSSIONERS EXCUSED: Pat Lane and Kristin Fifies-Rowe STAFF PRESENT: Paula A. Haynes and Rafael Molinary STAFF EXCUSED: Dorothy Thrower GUF.SIYVLSITORS: Frank Kaminski, Chief-EPD; Dennis Nilsson, Deputy Chief-EPD; Kathy Brenneman -Law Department; Peggy Tarr, Harold Dorsey and Bennett Johnson L CALL TO ORDER —DECLARATION OF A QUORUM Chair Bwwxta called the meeting to order at 7:13 p.m. and declared theca was a quorum. IL INTRODUCTION OF GUESTS & VISITORS The visitors introduced themselves and stated their purpose for attending the meeting. Ms. Tarr stated she was disappointed to see another sign yesterday in the window of Hocky's Bar-B-Q Restaurant proclaiming that the "Mutt Is Back". She feels that with the past history regarding the word "Mutt", the diversity of Evanston's community should discourage any one from using his service. Ms. Haynes announced that Mr. Hollis Settles who was a former member and Chair of the Human Relations Commission a few years ago, died last Tuesday and his funeral services took place on Monday, May 2A In n=gnition of Mr. Settles, the Commission/staff placed an arrangement of flowers, a card and a certificate on the chair in the Ante Chambers where he always sat during Council meetings, to recognize his work with the Commission and the community. Ms. Haynes also announced the passing of Shelia Tines, a sixteen year employee with the Health Department. At this juncture of the mieethig, Chair Buranda deferred chairing of the meeting to Vice -Chair Ruffolo because she felt he was more prepared to conduct it since she was out of the cormtryfor six weeks. HL APPROVAL OF MINUTES — April 27, 2005 Vice -Chair RuBlo called for approval of the April 276 minutes. Since there were no corrections or editing comments Vice -Chair Ruffoto recommended, without objections, that the minutes be approved as submitted. They were unanimously approved. IV. PRESENTATIONS A. Racial Profiling l�T Year &atistiavEvanston Police Department Chief Kaminski and Deputy Chief Nilsson's return visit to the Commission resulted from a presentation that took place at the January 2005 Commission meeting, regarding the laws and issues relative to racial profiling. Deputy Chief Nilsson stated that the data they were presenting has been available since March; several presentations have been made to various community groups and that every police officer with the EPD has seen this presentation. A power point presentation was presented as a result of the first year's data regarding the program and what has been learned about the law and police employees as a result of the 2004 traffic stops and, what follow-up action will be required. In July 2003, the Governor signed a Senate Bill into law which estableshed a four year su to -wide program to collect darn for traffic stops to identify racial bias in those traffic stops and the law began on January 1, 2004. The Illinois Department of Transportation (fDOT) is responsible for collecting that data from the various police departments; IDOT has contracted with the Northwestern Human Relations Commission Minutes May 25, 2005 Page 2 of 7 University Center for Public Safety (NUCPS). During the presentation the Commissioners presented questions and or comments. Note: Deputy Chief Nilsson stated that the NUCPS is issuing an analysis/report that will be available in July 2005. The report will indicate Ruin differences exist; it will not claim that these differences indicate a presence of racial profiling, A presence of difference does not indicate that there is racial profiling; there will be no editorial comments. A copy of the power point presentation will be made available to the Commissioners for their review and future reference. Deputy Chief Nilsson stated that this traffic stop law has a sunset of 2007, however, he does not think it will be allowed to end and he does not think the EPD will abandon the idea once it is in place. The system works and them is a data collection system established that analyzes all of the information. He also believes that most police departments in the state will continue to do this. Due to the length of the presentation which lasted &Wroxtunately two hours, (including questions/comments from the Commissioner and audience), Vice -Chair Ruffolo requested that if any of the Commissioners or members of the audience have additional questions or unanswered questions, they should fill out the forms that -9ve. available at the meeting, which will then be compiled by staff and presented to Chief Kaminiski and Deputy Chief Nilsson for responses. Chief Kaminiski stated that anyone can visit him at his office for an answer or response to any questionnstconcerrrs reKaurding this matter. He also encouraged citizens to participate in a ride -along and he/she will see what an officer goes through on a daily basis. Vice -Chair Ruffolo and the Commissioners thanked both individuals for the presentation. There wx a ten aalmae break and afterwards Vice -Chair Ruffolo recwwned the meeting brit reversed the order of due noW two agenda items and proceeded with the follawing. V. DISCUSSION ITEMS B. Dorsey vs. Wesley Realty Fair flossing Complaint !sane Us. Brenninan, who is a city attorney with the Law Department, stated that the Commission was discussing this agenda item because it was triggered by the hair Housing Ordinance (FHO). The Commission wanted to bear the Administrator's decision to dismiss this case upon appeal. The Administrator's decision was presented by Mr. Mohnary who was designated to conduct the investigation and prepare the decision. The following FHO regulations state: ► When a decision is rendered by the Administrator, the Complainant (Mr. Dorsey) has fourteen days to request a review by the Commission which he has done; the Commission has to decide whether they agree with the dismissal or not; ► If the Commission vote by a majority of the quorum present to disagree with the dismissal, they will be directing the Administrator to issue a charge of discrimination which will result in some modiation and if that does not resolve the problem, there will be a hearing by this Commission; ► The Commission will be deciding whether the Administrator made the correct decision in dismissing the complaint at this meeting. The Commission could decide to disagee with the Administrator and hear the case and could decide against the Complainant; and ► The Commission must decide is there a prima facie case? Is there merit sufficient enough to hear this case and whether or not them is proof of discrimination and pretext by the Respondent (Wesley Realty). Mr. Molinary provided the following summary points relative to his decision to dismiss the complaint: ► The Complainant filed his initial complaint with the Department on March 17, 2003. alleging an unfair housing complaint against the Respondent; ► the original complaint was very lengthy in order to provide some history of the core allegation that could be investigated at the initial reading because them is a one year statue of limitation; Note. The Commissioners were provided copies of the Complainant's complaint however, they did not receive the entire file relative to negotiations, c,,..-a,,v..dence, etc. Mr. Molinary took some time to review the information which was relative to the 2002 lease for informational and clarification purposes. ► When Mr. Molinary began to investigate the complaint he sent certified copies of his writings to the Human Relations Commission Minutes May 25, 2005 Page 3 of 7 Respondent and the Complainant; ► 'life Respondent responded by denying the Complainant's allegations of being charged a higher rental rate than their other tenants; Respondent stated that it was open to discussing a rent reduction with the Complainant and that it had entered into a settlement agreement with the Complainant earlier, ► Upon reading the Respondent's response, it became clearer to Mr. Molinary (although he had some concerns and issues when the complaint was filed}, that them was an issue of jurisdiction. He talked about contract taw which defines harm when there is a breach - not when one feels the effect of the harm; ► Mr. Molinary stated that the harm occurred at the formation of the contract when the parties discussed the issue of reduction (or if it was to be discussed at all), which would have occurred some time in February 2003; ► The Complainant provided Mr. Molinary with documents that clearly showed that in the lease year 2003R004, negotiations began in mid or early February 2003, where the Respondent sent the Complahum a notice to renew the lease and stated the anwunt of new rent. Mr. Molinary determined from that information, that for the lease year 2002/2003 (which was the year they were covering), the negotiations took place in early February 2002. So in February 2002, the denial of rent reduction took place by the Respondent for the lease year 2003/2004; and ► The Complainant filed his complaint with the Department on March 12, 2003; one year earlier would have been March 17, 2002, which means that if the parties failed to enter into an agreement regarding the rest or if -. a Respondent denied the rent, it had to have occurred no earlier than March 17. 2002 to be timely. Negotiations that failed or did not come to pass or started to be discussed in February 2002 (almost a month a half before March 17, 2002), making the complaint allegations untimely, i.e., lack of jurisdiction. As a result of the information that Mr. Molinary provided, following are some of questionsteoneans presented by the Commissioners and staff Corm bsianer Cervantes: He expressed concern regarding what has happened with Mr. Dorsey and perhaps thane is no relief for him but it appears that the Commission should look at the way the Respondent is handling its clients and whether there is a difference made between African Americans and other individuals. The complaint does not address whether them was some investigation conducted in terms of the actual rental patterns that existed between different races which might be due to the one year jurisdiction. Mr.Molinary responded that he was answering why he dismissed the complaint which was based on the FHO, which covers only one year for harm and he is not sure that it can be looked at differently based on the law. He stated that with regard to asking the Respondent for additional information regarding the Complainant's rent compared to others by race, staff has been criticized in the past about "harassing" landlords for information they fah staff had no right to and he was very concerned that he, had some ethical considerations in Disler to continue asking for additional information when the complaint was clearly non jurisdictional. Mr. Moxiinary stated that when Mr. Dorsey received the findings of his complaint, he dutifully responded within the fowtoen day and sent back several documents. Site material clearly solidified his (Mr. Molinary's), earlier stated determination. Mr. Dorsey did come into the office at least one time after his timely response and dropped off some more papers and 'indicated that he wanted to change the initial complaint based on the Respondent's response to the complaint. He stated that Mr. Dorsey's request again created the same problem with the time frame issues regarding the one year statue of limitation which was discussed earlier. He stated that if Mr. Dorsey's original charge was to be amended, the charge had to be timely filed before. A subsequent charge amendment cannot relate back to one that is already untimely filed. Even if Mr. Dorsey's request to amend the complaint had not been untimely it would have had to be directly related to the original event and frcxm his perspective, the allegations were not the same. The fast complaint involved disparate treatment dealing with the rent given to other people and not to him; the subsequent amended charge that he wanted to file did not directly relate to the allegations of the first charge. 'There was a lack of connectivity... Ms. Bienniman stated that the FHO states that once a Respondent responds to the complaint (which was done in this case and in a timely manner), if there is an amendment presented, and that amendment has to be approved by the Commission. Human Relations Commission Minutes May 25, 2005 Page 4 of 7 Mr. Molinary stated that the Commission did not receive that amendment and he made a judgment call and that the Commission is in a position to reverse. He stand that when Mr. Dorsey sent him the letter within the fourteen day time limit, he took that to mean that Mr. Dorsey wanted the original complaint stopped based on his request to amend the original complaint. Mr. Molinary apologized to the Commission and Mr. Dorsey for not providing the Commission with the information they should have received in 2003 but due to Ms. Haynes' surgery and soave personal issues of his own, he put the matter aside and takes all responsibility for his actions. He intended on following up with the case but subsequent events drew his attention to other urgent matters. For the record Ms. Tar expressed concerWdisappointment that Mr. Dorsey was not informed by Mr. Molinary AN his compkdw was being placed on the Commission's agenda. Wizen Mr. Molinwy begat to respond to her coAarrents, Chair Buraida reminded hint that he, (Commissioner and staf), .should not engage themselves in carversarioru with any audience members, according to the rule that was agreed upon by this body several Wonda aga Commissioner Green asked if the Commission decides to reverse the decision today, legally, what could they do given thou time frames? Mr. Molinary responded that neutrally speaking, he is not stirs the jurisdictional jam an be overcome. Ms. Brenninrnan stated that if the Commission decides to reverse Mr. Molinary's decision, they will be directed to bear the original complaint that Mr. Dorsey filed. It is her opinion that there is not an anncadcd complaint; they only have the original complaint. The hearing would therefore be on the original complaint. Commiasiater Cervantes asked Mr. Dorsey how many units are in the apartment building where he lives? Mr. Dorsey response was forty plus. Commissioner Cervantes stated it would be impossible for Mr. Dorsey to come up with information as to the racial composition of tenants and is there an established pattern of higher rent that was being charged to minority tenants during the time periods relative to Mr. Dorsey's compWnt. He agreed with Mr. Molinary that new leases cannot be judged in the same pattern as old leases. He stated that based on the filing of Mr. Dorsey's complaint of March 2003 and he did not hear anything for several months from stair he might have been under the assumption that he did something wrong and offered some additional information in the form of an amendment. ACTION: QMmusioner Cervmntes moved that the Commission is rejecting the dismissal and that thev are the Adminisirator to issue a charge of discrimination and proceed with the case. The motion was seconded by Commissioner Sullivan. Ms. Haynes stated that if the Commission votes for a hearing, the first order of business is that she will conduct a conciliation between Mr. Dorsey and the Respondent. if the standards or expectations are not met in order to resolve this matter, a hearing will take place. Mr. Molinary stated that he would like the record to reflect that when Mr. Dorsey gave him the material for an appeal, he asked Mr. Molirmary what would be next and was told by Mr. Molinary, that the complaint would be reviewed by the Commissioners at this meeting. The motion was voted on amccordinFiv. Commissioner Sullivan: Yes: Commissioner Cervattes. Yesti Qrmissioner Green: Yes: Commissioner Havemmm: Yes: Vice-C air olo: Yes. Chair Buror a: Yes: and Commissioner Thomas: No. The motion paused six votes Yes and one vote no. Ms. Haynes stated that she will issue a charge of discrimination and contact Wesley Realty to initiate conciliation and report back to the Commission, ho-Avver, there is no timeline in the FHO relative to this interim action taking place. (Ms. Brenniman verified this information). Ms. Haynes stated that since the Commissioners have not conducted a Fair Housing hearing during their tenure, they will have to determine whether all nine members or certain individuals will hear the case in the event that does happen. She encouraged them to review the FHO, particularly the section relative to hearings. She will be working with Human Relations Commission Minutes May 25, 2005 Page 5 of 7 Ms. Brenniman who represents the Commission. The city will be obligated to retain an attorney for Mr. Dorsey and absorb the cost. Ms. Haynes pointed out to the Commissioners that although they voted to hear the case, they may not be the body to do so; Mr. Dorsey might opt to take the case to circuit court or the Respondent might make that determination. Per Ms. Hayes request, Ms. Brenniman provided the Commissioners with information regarding the "Open Meetings Act": ►The definition of an "open meeting" has throe parts. it requires (1) a gathering (including so Wy, (2) a majority of a quorum (this includes commhtees/subcommittees), and (3) to diocese public bodum. The majority of a quorum of the group present at this meeting was three people. If three Commissioners went out for a drink after that meeting and they talked about it, they were having a meeting under the "Open Meetings Act' ►'Whatever applies to this Commission also applies to its committees and sub -committees, ► Regular yearly Commission meetings do no require special notice; ►Special meetings require the posting of an agenda including and an accessible location, forty-eight hours prior to the meeting; and ►People do challenge the "Open Meetings Act" whne a body makes a decision and it really is not an open meeAh g. if a decision is made where the meeting is not property noticed or d e: is some vaoll 6= of the "Open Meetings Act", it can, if challenged, invalidam the action taken. Vice -Chair Ruolo referred back to the following agenda item: A. Davey School Racial Equality Issues Vices -Chair Ruffolo asked Commissioners Hagerman, Green and Ms. Haynes to provide some information regarding the meetings that took place last week. Commissioner Hagemann's comments: so- Several people expressed their anger towards the: principal of Dewey Middle School; lb -Addressing the issue could be the catalyst for While parents can hear the concerns of the Black and Hispanic parents regarding their children; ►The issue of economic class was discussed,; ►Several activities have been planned which includes the Commission's efforts; ►Mr. Bennett Johnson suggested that a group of parents is formed to help the principal in whatever ways are required including training; ► Some statistics were provided which indicated that Dewey School does not have one; of the lowest ratios; 0-There were a couple of White parents at the meeting, who complained about the way their children are disciplined; Commissioner Omen comments: ►The principal was asked whether he thought it was important that there were people of color teaching people of color. He responded that he thought it was hr p xtmt that they are in the building; ►It was alleged that the principal talked so harshly to a Black male student that he wet in his porter; Commissioner Cervantes expressed concern with the Superintendent's lack of demonstrating leadership and his lack of addressing/responding to specific issues that occur within the school system; he seems to be content to leave the issues in the hands of the parentstoommunity. r Ms. Haynes stated that when the Superintendent addressed the public last week at a meeting (a ctifferent one from the one that Commissioners Hagcmann and Green attended), he stated that his hands were tied because much of what was going on and the decisions being made were things being controlled by union contract. She stated that several parents wanted to attend this Commission meeting but they were meeting with the School Board. The parents gave her some correspondenccJstatements, which were also dwred with the school board Human Relations Commission Minutes May 25, 2005 Page 6 of 7 and a letter that was written to the principal of Dewey School, which outlined some of their issues and concerns. They asked her to share that information with the Commission. The parents and School Board meeting was recorded and will be available for viewing by the Commission. Commissioner Sullivan asked what is the Commission's role or responsibility if a citizen or group request it's assistance with some type of issues or concerns? Ms. Haynes responded that the Commission has to determine whether and how it should be involved, or appear before the Human Services Committee informing that body reprding the issues and presenting their suggestions to address them. She believes the Commission could get involved in this matter which would be in accordance with its Enabling Ordinance since education is one of the areas that can be addressed. She stated that a taped hearing could take place (shown live on ECTV), and that tape could be presented to some individuaks)/educator(s) who have a background in race relations and view it. Afterwards that individual could return to the Commission with their recommendations which would then be presented to the principal or the superintendent and then work with them in trying to implement some of the recommendations that are made. 'flare was some discussion as to whether the Commission should be involved with matters regarding the schools since there is an elected body to represent the administatioa It was mentioned that some Aklarmen feel that this am is not within the Commission's prevue. There was some concern as to the limit or level of involvement the Commission should embark upon regarding school issues and, whether they should communicate with the Aldermen regarding their concerns and opinions. Chair Buranda requested that Ms. Haynes keep the Commissioners informed of the School Board meetings regarding the Dewey Schoollprincipal issue and how they should respond. A discussion took place to determine whether the Dewey School issue should be assigned to Education Committee who would be responsible for providing information to the Commission and what action should take place. It was decided that the responsibilities of that Committee should be defined, who is currently on the Committee and anyone else who wishes to serve on it. At this bite in the meeting, Commissioner Cervantes annowwed that he is resigning from the Commission effective as of this meeting. He is retiring in June and gn-en his scheaVe he would not be able to attend the next three or four meetings. He stated that since he will be moving to Collorado possibly in November, it would be best for the 1Lfaynr to find someone to replace him as soon as possible. Vice -Chair Ruffolo requested that the record reflect the Commission's thanks for Commissioner Cervantes' contributions and service to the Commission during the past five years plus. It was determined that the following Commissioners would develop a position statement for the Commission regarding the Dewey School issue: Commissioners Hagemann, Sullivan, Greets, and Chair Buranda (who is also a member of the Community Issues Committee). ACTION: Vice -Chair Ruffolo requested that the Education Committee plan a time to meet during the next couple of weeks; contact staff to identify a location (possibly at the Civic Center). and decide or draft a position paper relative to the Commission's view on this issue and present it to the Executive Committee for their review and or opinion. VL UNFINISHED BUSINESS Vice -Chair Rufflo stated that due to the time of the evening, he recommended that that the topics be tabled until the next meeting. B. Swnmer Yozah Employment Program Update lids. Haynes stated that by the time the June meeting takes place the SYEP will be underway. Last year seventeen youth participated in the Mayor's 50/50 Program for the private sector, this year sixty-three youth Haman Relations Commission Minutes May 25, 2005 Page 7 of 7 are being employed by the private sector. The down side is that this will cost the department fifty-five thousand dollars which was not allocated in the budget. She has talked to the City Manager regarding the lack of funds who recommended that monies are used from the vacant Human Relations Specialist position to off set the overage. This would mean that this position would not be filled for one year. Ms. Haynes stated that she is hopeful that some monies will be found to fill it. C. CommLvion Reheat Ms. Hayes stated that she has not heard from John Fontana but she has left a message for him to return her call. D. Correspondence to Dr. Afargaret Lee at Oakton Community College Ms. Haynes stated that the Commissioners were given a copy of the response that she received from Dr. Lee. Hopefully by the next meeting everyone will have read it and ready to discuss the response. E. IWWWd /Style Ms. Haynes stated that Ms. ')Knower should be present for the discussion of this item. VEL NEW BUSEWM A. CornmUNNYy Plume Ms. Haynes stated that she would like the Commissioners to commit to making follow-up phone calls to restaurants and businesses as an attempt to have them give something to the picnic this year. She will give than a list of these individuals once the letters have been prepared and mailed. VI1L Adjournment 'Marc being no further business Vice -Chair Ruf olo adjourned the meeting at 11:10 p.m., with no objections. Respectfully submitted by: Executive Secretary Dor& Thrower Date: u , a EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON. IL. 60201 Wednesday, June 22, 2005 7:00 p.m. — Room 2402 APPROVED COMMSSIONERS PRESENT: Schona Buranda-Chair, Mavis Hagemann; Michael Gran; Jan Sullivan; Samuel Thomas and Kristin Fides -Rowe COMMISSIONERS EXCUSED: Larry Ruffolo, Vice -Chair STAFF PRESENT: Paula A. Haynes and Dorothy Thrower L CALL TO ORDER — DECLARATION OF A QUORUM Chair Buranda called the meeting to order at 7:1 S p.m. and declared there was a quorum. H. Iri'I`RODUCTION OF GUESTS do VISITORS There were no guests or visitors present. III. APPROVAL OF MUMTES — May 25, 2005 Chair Buranda called for approval of the May 25, 2005 Minutes. Commissioner Sullivan referred to page 4, paragraph 7 and requested that language regarding the vote on the motion should be corrected to read: "The motion passed with sbr votes Yes and one vote No".; She referred to page 6, paragraph 6, which stales that she is a member of the Education Committee. She stated that she is a member of the Housing Committee but she would be interested in attending educational meetings and requested that the minutes reflect this. The language is corrected to read: It wx determined that the following Commissioners would develop a position statement for the Commission regarding the Dewey School issue: Commissioners Hagemann, Sullivan, Green, and Chair Burarrda There being no other corrections, Commissioner Sullivan moved to accept the minutes with the noted corrections. The motion was seconded by Commissioner Green and unanimously approved. Chair Buranda referred to Item V, selection E. Minutes/Style on thr agenda. She surfed that she is pleased with the current changes that Ms. Thrower has made relative to the minutes with the exception of punctuation marks, specifically when Commissioners or citizens make comments, she would like to see more consistency. It was reiterated that after a four month trial, the Commissioners would decide if the current style of minutes is acceptable. Ms. Haynes suggested that the minutes can be further reduced without compromising the key issues. Chair Buranda commented that although she yielded chairing of the May meeting to Vice -Chair Ruffolo because she was out of the country for some time and was not familiar with many of the agenda issues, she would have liked the minutes to reflect her condolences as the Chair to maintain the integrity of this leadership.regarding Hollis Settles death who was a dear friend to her. IV. DISCUSSION ITEMS A. Development of Fair Housing Hearing Process 1. Potential 2. Make-up of hearing panel Ms. Haynes stated that the Commission voted at the May meeting to over rule staffs dismissal of the Dorsey complaint and move forward with a hearing. She stated that she has not issued a clmage of discrimination because there are several things that have to be in place for that to happen and that she would like to issue that charge within tiro next two weeks if possible. Ms. Haynes explained what the Commission's role would be and that of Ms. Bmaiman's during the course of the hearing. An in-depth review/discussion of the Fair Housing laws took place relative to this complaint. Ms. Haynes and Ms. Brenniman will identify five or six civil rights discrimination attorneys and present their names to Mr. Dorsey to choose one. ACTION TAKEN: Auer reviewing the Fair Housing Ordinance (relative sections to the Dorsey complain* the following was detemined: (I) AU of the Commissioners would participate in the training of the fair Human Relations Commission Minutes June 22.2005 Page 2 of 3 houslog laws and adjudication procedure which will be conducted by Ms. Breaniman; afterwards it will determined who will who will sit or the panel; and, (2) the Commissioners will be available for training on any of the following data: July a through the 9" and Saturday the 166 and 23's. Ms. Haynes will contact Ms. Bresalsoan regarding the suggested dates. PENDING ACTION:Onc a the training has been conducted Ms. Haynes wiII issue a charge of discrimination. B. Police Department's Racial Profiling Data Ms. Haynes gave the Commissioners copies of the power point presentation that Chief Kaminiski and Deputy Chief Nilsson conducted ai the May meeting. She stated that if the Commissioners had any questions regarding the data that was presented, they could be addressed to the Police Chief for his response. V. UNFINISHED BUSINESS A. Police Civilian Review Board I. Complaint Review process/Human Services Committee Commissioner Sullivan stated that she attended the June 6's meeting of the Human Services Committee (HSC) where three cases were presented for their review. She briefly reviewed the third case which involved a young Black male who was approached by the private security guard hired by Dominick's on Greertbay Road. The man alleged that the security guard asked him several questions and stated that his picture was one of several people that Dominick's did not want in their store either from a previous arrest or warning. The man left the store but returned at another tim and was arrested because he had violated a trespass warning previously given. The man was alleging race discrimination but the matter was dismissed. She elaborated on the questions and comments that were presented from citizens and HSC members regarding this incident. The Commissioners briefly discussed this matter and agreed that the complainant was harassed but the Commission should continue the process of examining the well ftnxtioning independent review boards. Chair Buganda stated that she attended The Justice Coalition of Greater Chicago meeting in the morning and their agenda items included the best practices and the new laws that Chicago has instituted on Racial Profiling and Police Brwaliry. Onyx she obtains the minutes from that meeting, she would like the Commissioners to be prepared to further discuss the Civilian Review Board at the next meeting. ACTION: (1) One of the Commissioners should try and attend the IRSC meeting on July le. (2) Comndasioner Sullivan requested that the Commissioners review the information that Vioe-Chair Ruffolo gate tfeso earlier In the year regarding civr"lian review boards and gather as reach information r.: -,he can and she wilt follow up on DomiukWs policies relative to the complaint that she addressed earfier; and, (3) Chair Barands will try to obtain information and circulate the minutes from a similar board. 2. Public Hearing The Commission has previously discussed conducting a public hearing regarding the need for an independent civilian review board to determine if they would have the support from the community for the Aldermcn to agree with their request. A brief discussion ensued. ACTION: After the Commission has finished gathering and reviewing all of the Information they feel Is oaoasstry to support their request for an independent civilian review board, they will proceed with lobbying and edoeatieg the community regarding their efforts. Afterwards, they will put the required plans is place sad set ■ date for a public bearing. B. Summer Youth Employment Program Update Ms. Haynes provided information regarding the number of youth that have been employed by the city (departments/community clean-up); the number of supervisors hired as well as other positions required for the SYEP; and, the number of youth that have been hired by the private sector (Mayor's 50150 programk that is tripled compared to last year. She stated that the 50150 program has put the Human Relations Commission approximately Human Relations Commission Minutes June 22, 2005 Page 3 of 3 fifty-five thousand dollars over its budget. This deficit could possibly affect her hiring the vacant Human Relations Specialist position until next year. his. Haynes will provide the HSC with the status of this year's SYEP. Chair Burannda commended Ms. Haynes for making a consensus effort in hiring a homeless individual to work with the community clean-up crews and a young man who is hearing and speech impaired. who will be working in the Human Relations office. C. Commission Retreat -Homework" Status Ms. Hayes reminded the Commissioners that at the last retreat meeting, everyone was given an assignment. She stated that Commission has to determine wirsnt they want to do with the information relative to the issues discussed (Le., mwriting sections of the Enabling Ordinance, etc.). ACTION: Ms. Hikynes will e-mail everyone to determine when the meeting can take place, Information that she has or does not have from the retreats, and what were the specific assignments. D. Response From Dr. Margaret Lee, President of Oakton Community College There was a brief discussion regarding Dr. Lee's written response to the Commission concerns/issues raised relative to Winer Henisor's complaint that she brought before the Commission at the April 2005 meeting. It was determined that Dr. Lee responded to each concern presented to her. ACTION: Commimieser SaIlivan moved that the Commissioner have the letter that was written to Dr. Ide and her _ . .. is their oaraeasioa at the Julv meeting. Those letters should be read orior to the MjjMps In order to comaare what was ad d of her and what was her response. A response will be gRMgoeed bred on what the facts of the kiters are. The motion was seconded by Commissioner Green, and uaaaimoesfr approved. VIL NEW BUSi[NESS The Commission addressed two complaints received from Peggy Tarr at the May 2005 meeting. One was the sign in Hecky's restawant window announcing that "the mutt is back" and, the other was accusing the Rotarians of age discrimination. She reminded the Commissioners of a protocol that was developed a couple of years ago by the Commission as to how they would address community concerns/complaints. She will review past minutes to determine whether the protocol was passed by the Commission. ACTION: Commissioner Sullivan moved that the Commission write a letter to Mr. Powell informing him that a como:sint has been made reC&DIje the sign in his window, they are brieliat the matter to his attention and that there is concern from tkis bodv. The motion was seconded by Commissioner Green and unasimoa v sporaved. It was also agreed that Ms. Tarr will receive a letter regarding the Commission's position. Ms. Haynes requested that the Commission allow staff to conduct some type of investigation to determine if the Rotarians are discriminating based on age, what the law says about RIFS so that they can nsade a determination. There being no further business the meeting Chair Buranda adjourned the meeting at 10:08 p.m. Rcs"it-, ly submitted by: f f Executive Secretary Date: Itty Thrower U EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, July 27, 2005 7:00 P.M. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, Larry Ruffolo-Vice-Chair, Mavis Hagemann; Michael Green: Jan Sullivan; Samuel Thomas and Kristin Fifles-Rowe STAFF PRESENT: Paula A. Haynes and Dorothy Thrower VISITORS: Mary Gavin -Evanston Roundtable; Junad Rizki; Debra (LNl?-Graduate Student at Medill School of Journalism; Gemariah Borough; Karen Chavers-Commissioner Larry Sufferdin's Office; and Mr. Steel L CALL TO ORDER — DECLARATION OF A QUORUM Chair Buranda called the meeting to order at 7:10 p.m. and declared there was a quorum. III. INTRODUCTION OF GUESFS dr VISITORS The guests introduced themselves. Mr. Rizki gave the Commissioners a copy of a letter that he received from Jay Terry, Director of Heahh and Human Services, who responded to Mr. RiAi's concern regarding priority given to Black males age 40 and over for free PSA testing. He raised the issue of racial criteria and believes the city should not use it for medical eonoerns. He stated that the guidelines from the American Cancer Society indicate that if you arc a White mate and them is a funnily history of prostate cancer, he should be tested if he is younger than 50 years old; therefore, Mr. Terry did not follow the criteria when he created the current program for the city. He stated that if the Commission wanted to look into this matter further it is fine and if it does not it is fine. Mr. Rizki stated that he also ,, .jr ,-.I this matter befom the City Council for their review. Chair Buranda stated that either the Vice -Chair Ruffolo, Ms. Haynes or she could address with matter with Mr. Terry to determine what state or federal guidelines the city should be following. Ms. Haynes stated that regardless of what the guidelines are, Mr. Terry clearly acknowledges in his response to Mr. Rizki that it was his decision to make based on the history of prostrate cancer among Black males ages 40 and up. This item was discussed further which resulted in the following action. ACTION TARN: floe-CUdr Rmffolo rrsoAw At Coatxdxrbn look tuna the conv&W by Mr. Nzki r t4t crffesiR raed for eke lSA leg ae tie Cite of Emxztorr. by first laoitla# at wlyd action or rvlll be taken by tit C& for yMj wW dken also consrrldtV wfth Jar Tem and liar dnrlov an awnrPrime remorse to that The nwdon ►vas ses,vnded by Commbsioner Sullivan. Tire motion parsed with frvr "Yes" votes. IIL APPROVAL OF MINUTES -- June 22, 2005 Chair Buranda called for approval of the June 22, 2005 Minutes. As them were no corrections she moved that the minutes be approved as submitted. The motion was seconded by Commissioner Trifles -Rowe and unanimously approved. Ms. Chavis was recognized by the Chair. She stated that Commissioner Sufferdin was waiting for a response as to whether the Jessie White Tumblers could perform at the City of Evanston's annual CommUNITY Picnic and if so what time will they perform? Ms. Haynes stated that the CommUNITY Picnic would love to have the tumblers perform again this year at 2:00 p.m. on Sunday, August 2e in the same area that they did last year. At this juncture of the meeting, Chair Buranda acknowledged two visitors who entered the meeting and asked if they would introduce themselves and if they had any comments. The visitors introduced themselves as Marty Ralston (?) and John Chance. Ms. Halston (?) stated that she and Mr. Chance, at the request of Hecky, were delivering some "mutt muffins" and a copy of the "Ten Amendments" and he asked that the Commission pay attention to the First Amendment and left the meeting. iV. DISCUSSION ITEMS A. Hudson Complaint M Human Relations Commission Minutes July 27, 2005 Page 2 of 5 Ms. Haynes provided information that she recently received from an Evanston resident (Ms. Hudson), ``hose son (a young Black male), had been arrested and charged with battery by the NU Police for beating a young White male. The victim, including some patrons sitting in Chili's restaurant, identified Ms. Hudson's son as the perpetrator of the crime. After his arrest, the NU Police turned Ms. Iudson's son over to the Evanston Police so that an investigation could be conducted. The investigation resulted in the charges being dropped against the young man. Ms. Hudson was supposed to attend the meeting this evening to share her story and some of her concerns however she did not. Ms. Haynes encouraged Ms. Hudson to follow up on this incident since she had not received an apology from NU. An in-depth discussion took place regarding this incident relative to the role or jurisdiction of the NU Police versus the Evanston Police when there arc 'incidents involving Evanston residents. Ms. Haynes stated that she would contact Ms. Hudson to find out why she did not attend the meeting and let her know whether the Commission has decided to address the issue of racial profiling because the complaint has been resolved. ACTION TAKEN: Vice -Chair Radlodo stated that the F.ucative Committee would contsct the Chief of Police at NU and gather Informations regarding their procedures and Jurisdictional information from him and look into this matter f■rther. Chair Bursnda stated that Ms. Haynes could prvvWe the Co mmissdo■ a Frith the deta.ft of her conversation with Ms. Hudson via e-mail before the next meeting whether it takes place in August or September. B. Farm Gray — Realionaire Ms. Haynes stated that Mr. Gray is a young Black male who grew up in the Robert Taylor homes and became a millionaire by tie age of fourteen and is now twenty yeas old She and Chair Buranda recently met with Mr. Gray's PR person to discuss the possibility of him coming to Evanston to speak to as many people and youth as possible. She stated that because there would be a fee associated with this effort, Chair Buranda thought the Commission could take the kad as a the co-sponsor in doing this and solicit other agencies to commit monetarily in this effort Chair Buranda provided further information regarding Mr. Gray's achievements in becoming a millionaire as well as the author of his book "Relionaire". An in-depth discussion took place regarding the teed and importance to provide a positive dkoction for the youth and whether the Commission wanted to consider taking on this effort ACTION TAKEN: Chair Bar**& moved that the t:.o mission undertake the task of vronuirting Farrah fipv's event& Evaustom atompt the votath gad comaimalty and the Commission look into wars of raising the this event The motion was seconded by Commissioner Fides -Rave. Discussion ensued regarding the amount of money it would cost to bring Mr. Gray to Evanston in the capacity previously discussed. It was finally determined that the Commissioners would Bite to have more information relative to an amount being charged which will aide in their solicitation. A vote on this action resulted is the mo iets being There was a ten minwe break V. UNFINISHED BUSINESS A. Police Civilian Review Board Update Chair Buranda stated that at the East Human Services Commission (HSC) meeting, initiatives are being taken to consider some of the actions/discussion that the Human Relations Commission has been discussing regarding the need for an independent civilian review board. She requested that Commissioner Sullivan provide an update of that meeting since she attended it Commissioner Sullivan reported that some residents testified about the current civilian review board being sufficient and some Council members and residents felt that a more independent group that had more time and specific covnmitmcut to reviewing police reports would be important. Concern was expressed that the police are only reviewing themselves. The current HSC who review police reports, only have the power to review Chief KCaminiski's decisions and concern was expressed that there is no entity that has the authority to reverse police decisions. She stated that Chair Buranda communicated that the Commission has been looking at this issue. At the end of the melting the HSC decided to investigate more citizens review processes. Commissioner Greene stated that he made a suggestion of having a free cable access program where an individual can be interviewed regarding police rT:. Human Relations Commission Minutes July 27, 2005 Page 3 of 5 procedures are when one is stopped and how to handle yourself. A citizens group in Evanston has been formed and are in contact with the ACLU who is going to help them put a program together to talk about racial profiling, etc. Vice -Chair requested that Ms. Haynes provide the Commission with the minutes from that meeting when she receives them and that he is pleased to hear that HSC is addressing this matter and would like the Commission to work with them in a collaborative effort towards this end. Chair Buranda indicated that someone from legal clinic was suppose to bring minutes from the Justice Coalition of Greater Chicago which includes at least eighty different orim% that she wanted to share with the Commission. There was additional discussion regarding this topic and haw the Commission might be of assistance to the HSC. At this time in the meeting. Chair BurwWa acknowledged Alderman Jean -Baptiste who is a member of the HSC. He confirmed that the HSC voted that Chief Kxminiski would submit his decisions to the existing advisory board and they would have an interim evaluative role. He also stated that the HSC voted to consider looking at different civilian review boards and those optkm would be reviewed by their legal staff to determine whether or not they could take a lot of those issues. Alderman Jean -Baptiste suggested that the Commission develop a proposal that is Council/Police/people friendly, as a guide for the HSC to follow. He stated that there is a conflict of interest; the Police wants to make sure that it protects its image to the extent that it can maintain control of all complaints. He stated that he is not seeking to tarnish the irnage of the Police Department but rather seeking some objectivity in handling complaints. He stated that the HSC meets again on August 1" and the following wi II be in the early part of September and he believes this subject will come up again around October if they have a proposal that could be place on their agenda. There was some additional discussion regarding this issue and specifically how it would benefit the community in terms of how the current review board operates. Vice -Chair Ruffolo suggested that the Commissioners study the models that scan more '..,r for the size and structure and the economic realities of the Evanston amity and once there is a consensus to do so, it can then look at those communities that are employing those models and ask dram how did they put the bmrd in place. Ms. Haynes stated that she had not retuned to work from surgery when this issue was initially proposed and wanted to know what the scope of responsibilities of the board would be and where are the issues generated from that it hears? Alderman Jean -Baptiste stated that such a board would be to look at the interac tion/relaticnship between the public and the police and complaints made by citizens against the Police Dep utment. He stated that approximately six or seven cases are reviewed by the HSC annually. Ms. Haynes stated that Chief Kaminiski told her that his desire or vision was to give the same complaints that he gives to the HSC for their review, would be given to the Citizens Advisory Board and, then he would determine whether or not there is a difference in the determination that were made by the respective boards to see if there is a need for further activity or to put an independent civilian board in place. AC ON TAKEN: Vice -Chair Rafiob moved that all of the Commissioners who are interested is in an exr►brxtor0avestiiVative process of ponce ei H;Aa review boards, that they determine times tw mad during the next woath to talk about this matter and begas to ezolore tie various alternative modeh, in order to develop a proQaad In the near f>ture to preseat to the Bantam Services Committee. Commissioner Sullivan see wWl ts+e modow. Commissioner Sullivan suggested that the Commission do some interim work and present it to various critical bodies to get their feedback. Vice -Chair Ruffolo agreed and accepted her comment as an amendment to his motion. Amended motion: Vle&Chair RafRob smewded the motion to include: `Setting sp a public hearing as part of tbo ryes mrcb sad isrverdCatiou." The motion was unanimously approved. Commissioner Sulllivan also suggested that members of the Human Services Committee receive a copy of the documents that Vice -Chair Ruffolo gave the Commissioner several months ago regarding independent civilian review boards. Chair Buranda requested that Ms. Haynes provide a copy of that document to the HSC members prior to their next meeting date. She also stated that at the end of this meeting, possible dates could be identified to dehxmine whether there should be one or two meetings in August. B. Summer Youth Employment Program Update Ms. Haynes provided the Commissioners with a written update regarding the activities of the SYEP through June 25- Human Relations Commission Minutes July 27, 2005 Page 4 of 5 in addition to other SYEP and other program related issues that were not included in her document. She responded to questions/comments regarding her report. Ms. Haynes suggested that the Commission look at how they could help in garnering support for a full time youth coordinator for the Human Relations Department because she needs someone full time for the SYEP and that she would provide them w ith information regarding that position. C. Commission Retreat "Homework" Status Chair Bumnda statoci that she did not believe that anyone has met since the staff' retreat and it is important for the Commission to regroup and there is still a lot of work to be done. She proposed that the committees that were formed at the retreat meet at their earliest convenience and that this matter in placed on the August agenda. Ms. Haynes stated that the new City Manager and the Department Directors are in the process of developing a strategic plan and the Commission needs to make sure that the community is aware of its existence and if this does not happen it may not be part of that plan which will define %fern this community will look like fifteen or twenty years firorn now. Meetings have already been scheduled; one meeting took place two weeks ago and there was one last night which Chair Bumnda attended non representative of the Commission. Ms. Haynes stated that at that meeting, she did not hear anyone tills about minority businesses. Chair Buranda stated that she specifically addressed three things, one being economic development and the other minority businesses. Ms. Haynes stated that if there arc issues or concerns that the Commission wants to shays regarding what they believe arc Evanston's strengths, weaknesses, opportunities and threats are, they will have address them to the Aldermen. Commissioner Sullivan stated that the Commission did some of that at their retreat and Ms. Haynes suggested that they send it to the Alderman to review at their August a meeting, asking them to incorporate their concerns at that time. ACTIION TAKEN: Commissioner Greeter mowed tkat the Commission take the information that it pure ,red the retreat. attach a Fetter to it statiag "this is what we think are the imoortnat item in the ■oeonixz Mp and we wound Mm von to take a bok at it and consider it as vow mmke oat a strategic visa". The motion _W aeeowW by Vice-Ckeir RaRWIo atad assain ivaly aRREMed. h was detertained that Commissioners who were assigned specific tasks would contact Ms. Haynes regarding meeting dates to discuss their assignments. Since Commissioner Green was injured when the follow up staff retreat tools place and was not given a task, Ms. Haynes suggested that he review the notes from the retreat and identify the areas that he is interested is He will e-mail Ms. Haynes the arras he is interested in and she can tell him who is on that committee and proceed from there. D. Response From Dr. Margaret L e, President of Oakton Community College Chair Bumoda stated that she had planned to draft a letter to share wish the Commission and ask for their input regarding Dr. Lee's response to their letter regarding the Heinson complaint. She did receive Commissioner Sullivan's response regarding this matter. Ms. Haynes stated that she also e-trailed her response to Chair Buranda, however, the Chair had not checked her er-mails and apologized. Commissioner Green stated that be was not satisfied with some of Dr. Lee's responses to the Commission's letter voiced his disa&.,-- -..6 to certain sections. Commissioner Green stated that he needs prepare a list of questions and bring them back to the Commission for them to address. Commissioner Sullivan reviewed her list of concerns that she e-mnilcd Chair Buranda. Chair BurwWa stated that the Commission does not have any jurisdiction over this matter however it can make recommendations. Commissiow�r Hagatnann stated that she was satisfied with Dr. Lee's response because she has talked with Emory Williams who is a trustedboard member at Oakton Community College and nu& several arrangements for Ms. Heinson after her incident, that were not mentioned in Dr. Lee's Letter. Vkx-Chair Ruffolo stated that rather than asking more questions. the Commissioners should formulate any "=mining concerns in the form of a Letter. Chair Burtutda staled that she will bring the letter that she drafted to the nerd meeting and it will be the point of discussion. lw CommUNiTY Picnic Ms. Haynes passed out brochures with the list of restaurants that staff sent letters, soliciting their donations of food or drink for the CommUNITY Picnic. Since each restaurant was alphabetically listed, the Commissioners identified them by the alphabets that they would call. Ms. Haynes stated she will e-mail a copy of the letter that she mailed to • Human Relaiions Commission Minutes July 27. 2005 Page 5 of 5 the restaurants for them to review the following day. The following agenda items were deferred to the August meeting(s). Ms. Haynes stated that she will contact Ms. Brenniman in the Law Department for dates that she will be available to conduct fair housing training for the Commissioners regarding the Dorsey complaint. F. Response to Complaint — Hecky Powell Deferred to August melting. G. Response to Complaint — Rotary International Deferred to August meeting. VL NEW BUSINESS A. Regtwa for Proposal — Assessment of Youth Services Deferred to August meeting B. Moeting in August? It was determined that two meetings will take place in August+ The fast mating will be planning how to conduct the research relative to the independent civilian review boards and the second meeting will take place to compile the research. Everyone should have read and be prepared to discuss the material regarding the civilian review boards. There was a discussion regarding the Length of time that the HRC meetings take place and the length of time spent on each agenda item. There was unanimous agreement that the m stings are too long and that time limits will be placed on each agenda item in the future. It was also agreed that rather than getting involved in lengthy discussions, the Chair or Vice -Chair could refer them to tine appropriate sub -committee. Chair Buranda stated that it should take no more than an hour to conduct the August meeting. VIL ACTION ITEMS Thera- were no action items VIEM ADJOURNMENT There being no further business, Chair Burartda adjourned the tnerting at 11: IS p.m. Respectfully submitted by: iQ �� • , Executive Secretary Date: .� thy Thrower kj EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, September 28. 2005 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair, Lam' Ruffolo-Vice-Chair. Mavis Hagemann; Kristen Fines Rowe, Jan Sullivan. Samuel Thomas COMMISSIONERS EXCUSED: Micheal Green STAFF PRESENT: Paula A. Haynes. Kathleen Brcnniman, Asst. Corp. Counsel; Elizabeth Edelen (acting Secretary) GUESTNISITORS: Mike Cervantez, Patricia Gregory. Bennett Johnson, Editor of Sentinel, Betty Palmer, Peggy Tarr, Judith Treadway L CALL TO ORDER -- DECLARATION OF A QUORUM Chair Buranda called the meeting to order at 7:10 p.m. and declared there was a quorum. EL EWMODUCTION OF GUESTS & VISITORS The visitors were introduced by Chair Buranda. Kathleen Bmnniman was present to give more training for the Fair Housing Administrative Hearings to the Commission. Each guest was invited to give a brief presentation of their reasons for attending the meeting. Peggy Tarr passed out a written statement to the Commission and stated that she was dissatisfied with the way her complaint was handled by the Human Relations Commission staff. Chair Buranda advised her to speak to the City Manager. Director Haynes stated that Peggy Tarr has already been invited to speak with the City Manager. Mike Cervantez stated that as an ex -Commissioner he wanted to visit the Commission and bring them up to date on his life. He will be re -locating soon and he talked about the problems of housing that he has encountered. He stated that he was no longer an Evanstonian because Evanston was too expensive. He also spoke about the difference between the law and justice and how difficult the job of the Human Relations Commissioner can be. He also stated that he did enjoy the challenge of being a Commissioner and he wished everyone well. Chair Buranda stated that on behalf of the entire Commission she wished Mike Cervantez the best of luck and thanked him for his service to the Commission. Bennett Johnson stated that he was in favor of a Civilian Review Board and spoke about problems with the police. He said that it seems as though some police want to "Serve and Protect" whites only, He said the police are less concerned with the rights of minorities. He stated that many laws stem from old ideas about blacks so there is a real need for a Civilian Revie,v Board. Bennett continued his statement by giving a history of police injustice. Judith Treadway stated that in her capacity as the Secretary of the Evanston Chapter of the NAACP, she hears man complaints of police harassment. She asked the Commission to follow up on the allegations. She also stated that police officers lack experience and many arc not trained to work in heterogeneous and they come from majority white communities. It is alleged that the police are mistreating black females in minor traffic incidents and constantly harassing young black people. She encouraged the Commission to investigate the police. Pat Gregory stated that her son was being harassed by police. She has File! a formal complaint about the incident. Betty Palmer also stated that she and her family members have emsper.==d some unfair treatment from the police. She spoke of the Police Liaison Committee who is supposed to investigate the police. She stated that this Committee always rules in favor of the police. She also starves that the police put together identification lists alleging that school aged children are gang members. These lists arc sent to the schools and the young people are labeled and consequently treated unfairly. She stated that this problem is nationwide and she hopes that the Commission can help create a Civilian Review Board Chair Buranda stated that the visitor's statements about the police were disconcerting. She stated that she HUMAN RELATIONS COMMISSION MINUTES Page 2 of b September 28, 2005 appreciated the citizens speaking out about what they want done with their tax money namely the creation of Civilian Review Board and she agreed with them. She went ott to state that law enforcement is an honorable and difficult profession. She said that as the body that accommodates the complaints of citizens, the Commission is continuing to study the situation. III. APPROVAL OF MMUTFS — August 24, 2005 WNIT ES Chair Buranda called for approval of the August 24th minutes. There were corrections to the minutes. It decided that since some of the Commissioners had not read the minutes they would be wnsidered for approval later. IV. INFORMATION ITEMS A. Investigatory Authority and Responsibility Kathy Brenneman stated that she had prepared a memo in response to questions raided by the Commission regarding its role in the investigation and handling of complaints. She referred the Commission to the memo and asked if they had any further questions. She stated that it seemed that they basically wanted clarification of the role of the Executive Director of the Commission and the Commissioners. She stated that the Commission is involved as the hearing body for complaints. It was absolutely imperative that they not be involved in the investigative process because they needed to be impartial. The investigation process was one of the duties of the Executive Director and her staff. She continued by stating that in the Fair Employment Practices Ordinance as it is written, tbere is a difference in how the investigation and the complaints are handled depending what entity the complaint is registered against. The ordinance handles employment discrimination problems that involve the City as an employer. Those complaints are handled by the City Mar;$er and the Commission has a role to play in those also. The other type of complaints is those that involve city contractors and subcontractors are filed with the Commission and investigated by the Executive Director. The Commission gets involved with these cases upon appeal if the Executive Director finds tint the charges have no merit. The role of the Commission is to promptly consider such appeals. Vice Chair Ruf ollo asked if citizens come before the Commission with a complaint about job discrimination from a private Evanston employer what could they do. Kathy Brenniman stated that the Comrni.ssion has no jurisdiction over that type of complaint :o the citizen should be referred to the EEOC or Human Rights Department. In answer to a question from Commissioner Sullivan. Kathy Bm-nniman stated that complaints are not registered, they are filed with the administrator otber than a complaint that deals with City Employees which are lodged with the City Manager. In answer to another questio. t Kathy Fimmniman stated that the complaints that come to the Commission have a formal form. She stated that if time lines are exceeded then the Commission should talk to the City Manager because the Ordinance do%z not specifically deal with that issue. Commissioner Sullivan referred to time line information in the memo from Kathy Brenneman. She stated since the investigation has to be completed in 100 days, does the department has to keep a record of the activities that go on regarding the complaint so that if the complainant asks they can be given such record. She stated that she is referring to the charges made by Peggy Tarr that she was not informed as to when she was on the agenda for Commission meetings. Kathy Brenniman deferred to Director Haynes for a response to this question. Director Haynes stated that it was the belief at that raw HUMAN RELATIONS COMMISSION MINUTES Page 3 of 5 September 28, 2005 time that the Commission could respond to Peggy Tarns' complaint. She further stated that last month the City Manager stated that it was the department's responsibility and she (Director) took the responsibility. Typically the Commission does not report all details of the investigation to the complainant. If they need to obtain more information from the complainant then they contact them, otherwise the department contacts the complainant when they finish the investigation. She also stated that if more time is needed for the investigation, then they request the additional time from the Commission. Kathy Brinnaman stated in reference to time lines that the first 100 days and 30 days deal with the investigation. All investigations under the ordinance are given 100 days. if more time is needed. The department can request an additional 30 clays from the Commission one time only. The Ordinance does not contemplate repeat visits for any additional time. The department should keep track of the time and complainant should know when to expect an answer. Director Haynes stated that for Fair Housing there were a set of rules that are provided to the complainant at the time that the complaint is filed. Chair Buranda requested that a copy of such rules be given to the Commission. Kathy Brinniman stated that one of the things that the Commission should avoid is having complainants contact or complain to them because they anrld be their hearing body at some point.. Therefore, the Commission should not be the body that keeps the time line as that is a department responsibility. She also stated that the 300 days refers to the final decision that is made in a case heard by the Commission. It should be 300 days from the time of the filing that a decision is trade. In the case that is before the Commission now, the time frame is beyond the 300 days and one of the questions being asked by the Commission is can they bear it? Kathy Brinniman stated that the Commission can hear this case. The ordinance does not specifically say that the 100 days is what is called jurisdictional. That is, that if the time is exceeded, the Commission does not have jurisdiction. An argument can be made by someone coming in that the time frame has been exceeded, therefore the case is stale. That is something the Commission may have to deal with later. Director Haynes a&W that there is a case w1;..,-e that happened here in Evanston where that time line has been tossed out the window. After some discussion, Kathy Brinniman stated that decisions are made on a cue by case basis and there was nothing in the ordinance that says a rase where the time has been exceeded can not be heard. Kathy Brenniman stated that Section 5-5-11 for the Fair Housing Ordinance states that the Commission is required to do a semi-annual report to the City Council that involves the actions undertaken with respect to the Ordinance. The report comers from the Commission through the department. It was determined that the Commission should receive a quarterly report of complaints so that they can be aware if what is going on. After some discussion, Commissioner Sullivan moved that the department report to the Commission quarterly the number of Fair Housing complaints, their adjudication without private or confidential information, and whether the time line was met on those complaints. The quarterly reports should begin in January of each year. The motion was seconded. Director Haynes stated that there are two types of Fair Housing complaints, namcly a complaint and a perfected complaint. The difference between the two is that a perfected complaint is something a person signs, notarizes and want investigated. In just a complaint they may just want it mediated, but not followed through with investigation. The Commissioners stated that they wanted reports on both kinds of complaints. The motion was passed unanimously. Commissioner Sullivan asked a question about the meaning of "no merit" in reference to Kathy Brenniman's memo. Kathy Brenniman stated that Fair Employment Practices Ordinance needs revision. In. Section 1-12-8A states that alleged violations of the FEPO by a City Department, agency or official representative are to be filed with the City Manager or his designee to properly HUMAN RELATIONS COMMISSION MINUTES Page 4 of 6 September 28.2005 have the matter investigated. She pointed out the City Manager could have her designee who in this case might be Director Haynes, do the investigation. Under Section 1-12-813, alleged violations by a City vendor, contractor or sub -contractor are filed with the Commission in the department office and investigated by the Director. Section 1-12-8C and 8D show how these cases are to be handled. It is the Commission's responsibility to consider all appeals from a "no merit" finding. A "no merit" finding is if under Subsection A, the City Manager investigates a complaint filed against a City department, agency or official representative and finds that there is "no merit". That person may appeal to the Commission. Under Subsection B, if alleged -6olation of the Ordinance by a City vendor, contractor or subcontractor are filed with the Commission and investigated by the Director and found to have "no merit", then that person can appeal to the Commission. The responsibilities of the Commission are explained under Subsection C and D. Under Subsection C. the Commission is to properly consider all appeals from the "no merit" advice of the City Manager or Director of Human Relations. If the Commission denies an appeal, then the charge is dismissed. If the Commission grants an appeal, then the Commission should direct that the problem should be remedied. In Subsection D. it says that if the situation is not remedied through conciliation, then the Commission should submit a report to the Corporation Counsel of the Law Department through the City Manager with your recommendations of what further action should be taken. All of these actions are under the Fair Employment Practices Ordinance which is different from the Fair Housing Ordinance. In answer to a question from Commissioner Sullivan regarding how do they determine these appeals, Kathy Brinnimann stated that they can have informal discussions with the person in Open Session and the Commission can ask for any documents they want or what ever they think is " p.,,r.:ate. She further stated that the Commission has subpoena power. Whenever there is a "no merit" fording, the person is given the decision in writing and they should be told what their options are. Commissioners asked if the Director will bring the document giving instructions to complainants to the next meeting. She stated that the appeals are forwarded to the Commission from the department. Commissioner Sullivan stated that each of the ordinances needs to be rewritten with clear, procedural guidelines so that complainants know about the appeals process. She also suggests that new Commissioners be trained in the same way they are doing so now. In response to a question from Chair Buranda about the public use of the names of the people involved in cases asked if people's names be concealed in public discussion. After some discussion, Commissioner Rowe stated that she want to know more about what the Commission department is doing. Director Haynes stated that the City Manager has stated that certain kinds of reporting are not appropriate because the Commission does not have oversight over the department. After some discussion it was decided that the Director should report what is appropriate. Kathy Brenniman left the meeting at 9:10 p.m. B- COMPLAINT STATUS: *Margaret "Peggy Tarr" — Rotary International It was determined that the Commission has no jurisdiction in this matter. *Margaret" Peggy Tarr - Hecky's Barbeque It was determined that the Commission has no jurisdiction in this matter. HUMAN RELATIONS COMMISSION MINUTES Page 5 of 6 September 28, 2005 *Response to Oakton Community College It was determined that the Commission has no jurisdiction in this matter. *Junad Rizki The Director forwarded a communication to Jay Terry, Director of Health and Human Services that strongly suggest that all men regardless of their race or national origin who have a family member, father brother or son who has been diagnosed with prostrate cancer be offered the opportunity for testing at the age of 40. It was moved and seconded that Mr. Rizki be sent a letter thanking him for his concern. *Enabling Ordinance Rewrite After some discussion, it was decided that Commissioner will finish the rewriting the Ordinance with the help of Director Haynes. Commissioner Sullivan stated that she has received excellent materials from Director Haynes. V. ACTION ITEMS Selection of Panel to bear Dorsey v. Wesley Realty Fair Housing Cane: The final panel will be Chair Buranda. Vice -Chair Ruffolo and Commissioner Thomas Appointment of Nominating Committee for the Selection of Human Relations Commission Chair sad Vice Chair or Co -Chairs for January 1, 2006 through December 21, 2006: The nominating committee will be Commissioners Fifles-Rowe, Thomas, and Hagemann VI. ONGOING BUSINESS: Police Civilian Review Board Ruffolo suggested that since there was a lot more discussion to be done on how to set up the public bearings. There needs to be at least one major public hearing and the Commission needs to establish how to present it. They need to establish what is the rationale and strategic talking points. The Commission should contact experts who will talk at the hearing. The Co*n�ion will need to have special meetings in between the monthly meeting. He said if more than two persons meet then it is an open, public meeting. He jokingly stated that the Commission would have several two person meetings, each independent of the other. After some discussion, Buranda stated that she will e-mail her ideas of guidelines on the monologue for the hearing. She feels that 9016 of the people being stopped are kids who are are just standing. She suggested that the Commission should have two people sub -committees. Ruffolo said he was joking about having multiple two people subcommittees. Sullivan said that two people could meet and others could email those two people their ideas. Then they could email after they meet and the whole Commission could have an online dialogue with the two people coordinating things. At this point Director Haynes stated that what they were suggesting was against the law. Ruffollo agreed with the Director. Director Haynes asked why they were trying to avoid public meetings because if things are done in public and the word gets out then you will have more support. Sullivan stated that logistically two people meeting and suategizing with others emailing, then they could have a plan by the next meeting. Buranda stated that she would be glad to work on this. Ruffolo stated that he would also. After some discussion it HUMAN RELATIONS COMMISSION MINUTES Page 6 of 6 September 28, 2005 was stated that Buranda and Ruffle would meet and form strategy by the next meeting. Ruffolo stated that be wanted others to think of people to ask to speak who would be supportive of the public hearing. He also suggested that they do a follow-up with the Director's ideas on doing a historical F:-J ,-..;ive on why there has never been a Civilian Review Board. He asked if there was any other who could work with the Director to determine why it has not happened. After some discussion, it was decided to table the discussion. Commimio■er Sallivan left the weedeg at 10 50 pAL VII. NEW Busl[N SS NAACP O k&w e Banquet After some discussion, it was determined that each Cammisaioner who wants to sumd the banquet would do so at their own expense. VUL ADJOURNMENT The meeting was adjourned at 10:58 p.m. Respectfully submitted by: Elizabeth Edeiea, Acting Executive Sec mtuy IX- Neit Meetiag Date _ October 24, 2005 • EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 6020I Wednesday, October 26, 2005 7:00 p.m. — Room 2402 APPROVED COMMISSIONIERS PRESENT: Schona Bumnda-Chair, Larry Ruffolo-Vice-Chair; Mavis Hagemann; Janet Sullivan and Samuel Thomas Aff PRESENT: Paula A. Haynes and Dorothy Thrower GUESTIVLSITORS: Julia Carol] -City Manager; Steve Bernstein -Alderman; Kathy Brenniman-Law Department; Peggy Tarr, and Gemariah Borough L CALL TO ORDER — DECLARATION OF A QUORUM Chair Bmanda called the meeting to order at 7:10 p.m. and declared there was a quorum. IL INTRODUCTION OF GUESTS & VISITORS The visitors introduced themselves and stated their purpose for attending the meeting. HL APPROVAL OF MINUTES — September 28, 2005 Chair Buranda called for approval of the September 2e minutes. Commissioner Sullivan referred to Page 4, and requested that the minutes be amended to include the motion that she made under agenda item IV. INFORMATION ITEMS — A. Investiptory Authority and Responsibility, regarding the request for the Executive Director to mike a quarterly report to the Commission. Upon reviewing that agenda item, Ms. Thrower found that on Page 3. para. 1, line 5, the minutes did include Commissioner Sullivan's motion reflecting quarterly reports from the Executive Director beginning in January 2006. Commissioner Sullivan also stated that she appreciated the report that the Executive Director sent the Commissioners prior to the meeting; it was very thorough and well done and it made her more familiar with what stair is doing. Ms. Haynes stated that the spelling of some individual's names should be corrected throughout the minutes. There being no further corrections, Commissioner Hagemann moved that the minutes be accepted as amended. Vice -Chair Ruffolo seconded the motion which was unanimously approved. V. DISCUSSION ITEMS Chair Buranda moved that the Commission convene into Executive Session to discuss a matter of litigation pursuant to Illinois compiled statues as far as the appointment employment compensation discipline performance or dismissal, of specific employees of the body, including hearing testimony on complaint lodged against an employee to determine its validity. The motion was seconded by Vice -Chair Ruffolo and per roll call of the remaining five Commissioners, the motion passed unanimously. Chair Buranda deferred discussion of the remaining agenda items until the Executive Session was concluded and excused the visitors, Ms. Haynes and Ms. Thrower. Chair Buranda invited Ms. Carol], Aldenzan Bernstein and Ms. Brenniman to remain for the Executive Session. Chair Buranda reconvened the meeting at 8: 50 p. m. A. Amendment to the By -Laws Ms. Carroll stated that she was socking some clarification regarding this matter because when she read the proposed amendment she initially interpreted it to mean that the Commission wants to evaluate Ms. Haynes. When she attended the Commission meeting in August, she expressed to the Commissioners that Ms. Haynes, as a city employee, reports to her. She stated that it would be inappropriate for the Commission to evaluate Ms. Haynes in the sense of her performance as a city employee and if they have any input relative to her working with the Commission, they can provide informationlinput but she, (Ms. Carroll), will decide what is necessary relative to evaluating Ms. Haynes or any other city employee. Ms. Carroll stated that it appears as though the Commission is looking to set some goals and then evaluating Ms. Haynes relative to how she has helped them achieve their goals. Vice -Chair Ruffolo stated that his intetpMation of the amendment and its intent is that there will be a collaborative process or joint evaluation by the Commission and Ms. Haynes to evaluate the work of the Commission. As a means of clarification, Ms. Carroll wanted to know what standards would be used to determine the mutual effectiveness in meeting the annual goals. As a Hwnan Relations Commission Minutes October 26, 2005 Page 2 of 4 response, Chair Buranda stated there were no standards created but perhaps as an example of the goals that the Commission has accomplished, mention could be made regarding the cooperation or the aide exhibited b% the Executive Director in accomplishing their goals or has effected whatever outcome they hoped to get or did not get. It was explained to Ms. Carroll that during the Commission's last two retreats, the process of setting some goals for itself began but that process has yet to be completed. There was some discussion as to whether the proposed amendment should be a procedure rather than an amendment to the By -Laws. Ms. Carroll recommended that the Commission set goals and determine if they have reached them without making them part of the By -Laws. Ms. Carroll stated that she is in the process of setting goals with her staff and the City Council as part of their Strategic Planning Process and then conducting status reports to determine whether their goals have or have not been met within the timeline set.. Vita -Chair Ruffolo stated that the current By -Laws contain language relative to evaluating the Executive Director and the proposed language was an attempt to change that language which the majority of the Commissioners found inappropriate. It was determined that an amendment to the By -Laws requires a two-thirds vote by the Commission. Ms. Haynes explained that since the Commissioners decided that the proposed language would not become an amendment to the By -haws they did not have to vote on it; elimination of the current language which addresses evaluating the Exo;utive Director has to wear on the November agenda to be voted on. Commixrioner Srdlivan owv+rd than the Commission table this matter, look at it and perhaps a -mail to the Chair: amv r+b► revisions than thev feel might be implemented and the Executive Committee could review the information and re -write aorrmethfnlr for the November meeting or f neonle in their e-mail communication mig reel that the entire thing LJpi+ld be eliminaeed that will go into the next minutes. Ms. Carroll cautioned the Commission that e-mailing each other back and forth regarding Commission business could be considered a meeting for purposes of the Open Meetings Act. She suggested that a person be designated to receive the information, compik it and make a recommendation. Commissioner Sullivan volunteered to be the recipient of any communication regarding this particular matter and, before the next meeting takes all into consider and make a .„ dation which will be on the November agenda for discussion and voted on later if necessary. There were no objections to Commissioner Sullivan's offer and she requested that all e-maits are sent to her by November i Id. She withdrew her origi W motion. IV. ACTION ITEMS A. Establish Dsres(s) Dorsey v. Wesley Realty Group Hearing Chair Burands stated that she received a fax from Mr. Dorsey the day before this meeting (Tuesday, October 25th), stating he had not received a response from Ms. Haynes after he had sent her objection to the charges. Ms. Haynes stated that she received the information that she needed from the Law Department on Tuesday, October 25th to respond to Mr. Dorsey and, that he should receive a letter by the end of this week from her regarding his concerns. She explained to Chair Burarrda and Vice -Chair Ruffolo that they should not have any interaction with Mr. Dorsey because they arc on the Adjudicatoey Hearing Panel who will hear his complaint; at no time should they ever respond to his fax and the Respondent's attorney could even take issue with the fact that he sent the fax. Chair Buranda and Vice -Chair Ruffolo indicated that they had not responded to the fax. Vice -Chair Ruffolo requested that someone contact Mr. Dorsey and inform him that he should refrain from sending any type of communication to any of the Commissioners. Ms. Haynes stated that she would contact Mr. Dorsey and advise him of such. Commissioner Sullivan requested that the Commissioners receive a set of the same Fair Housing Ordinance Procedural Rules (FHOPR) to review that a Complainant receives at the time a complaint is filed for their reviewfinformation. Ms. Haynes stated that the Commission has to set a date by November 3rd to establish the fast Adjudicatory Hearing which has to take place by November 29th in accordance with the FHOPR and, Mr. Dorsey has been provided with a list of attorneys to make a selection. If Mr. Dorsey does not choose one of the attorneys on the list given him and elects to hire his own attorney, then he will have to pay that individual. Even though a date is going to be selected and Mr. �k Human Relations Commission Minutes October 26, 2005 Page 3 of 4 Dorsey has not chosen an attorney. the attomey will have the opportunity to come before the hearing panel and ask for a continuance. The point was raised that since Commissioner Hagemann is on the Adjudicatory Hearing Panel and her second term ends in January 2006, the hearing needs to be completed by January or her term needs to be extended. Ms. Haynes stated that she would talk to Mayor Morton to see if she would allow Commissioner Hagemann to sit on the panel until the case is heard. The agreed proposed dates for the hearing are: November 1 Sth, 21 st, and 22nd. Ms Haynes stated that she will be in touch with Ms. Brenniman to determine her availability and confirm that date with the Adjudicatory Hearing Panel; the Complainant and Respondent will also be advised of such date. She stated drat the second hearing date can be determined by Ms. Brennim,an, the Adjudicatory Hearing Panel and the attorneys involved after the initial meeting. Ms. Haynes stated that if Ms. Brenniman is not available on one of the proposed dates she will immediately inform the Commissioners of such and if she is available she will also advise them of such. B. Report from the Nominating Committee Commissioner thgernann reported that the Nominating Committer did not meet and one of the Committee members resigned this mouth. Commbsiarrer Sidimm moved that the Nombwmf Committee rgpprt be_tahled tatilNovember meetinr The notion was seconded by CommW loner ?homar and unanimously amwoved C. Nominations from the Floor There were no nominations based on the action in item B. IV. ONGOING BUSINESS A. Police Civilian Review Board Update 1. Aldermanic Survey Results Chair Buranda stated that she is unaware of additional results other than the ones former Commissioner Green coordinated relative to the Commission conducting a hearing about a Police Civilian Review Board. She stated that she spoke with Aldermen Jean -Baptiste, Bernstein and Rainey regarding this matter as an attempt to get some history as to why an independent civilian review board had not passed before. She stated that during her conversation with each one of them she did not receive any thing that would deter the Commission from moving ahead with a hearing and getting feedback from the community. She apologized for not bringing the notes that she compiled while talking to the Alderman but they all stated that the current Human Services panel continues to function as it did when it was initially established; that Chief Kaminiski is continually trying to improve upon the complaints that are filed by citizens; and she explained how and why the Commission became interested in creating an independent civilian review board. 2. Next Steps After some discumion it was determined that the Commission would discuss planning a hearing at the January 2006 Commission meeting and conduct the hearing possibly in February 2006. There was a brief discussion regarding possible hearing dates and where it should take place (rather than the Civic Center/Council Chambers), mainly because of the number of people that would possibly attend. Ms Haynes was requested to contact the Library to determine if the facility would be available for either February 2nd, 9th, or thel6th. If a room is available on one of those dates she will book a room and advise the Commissioners of such. B. Commission Retreat Ms. Haynes stated that she had not contacted Mr. Fontana regarding a follow up retreat because it was her understanding that the Commission needed to discuss about their feelings relative to the last retreat to determine if they wanted Mr. Fontana to return. Commissioner Sullivan stated that she attended a plarming retreat that resulted in long and short term goats and dates for implementation which was very helpful. Vice -Chair Ruflolo stated that he would vote for someone who would conduct team building with the Commission prior to setting goals and strategies because of the group dynitmics that have been so chaotic and disruptive with people leaving the Commission. There was unanimous agreement amongst the Commissioners that all of the vacancies should be filled before having another retreat. E~, Human Relations Commission Minutes October 26, 2005 Page 4 of 4 Commissioner Hagemann recommended that tits. Haynes ask the Mayor if any applications have been submitted and that the Commissioner start recruiting people for the vacant positions and also request the City Council to announce this at their meetings. Ms Haynes stated that the Mayor does not necessarily seek Council's assistance in referring candidates; she looks for the Commission and staff to refer people. Con mLwioner Sullivan moved that between now and the next meetirre each Commissioner attemat to identifv and talk go one or two people whom thev feel miVht be an effective member of the Commission. to determine if thev have an 'ntJ treJt and willinfness in doing so. keening in mind. representation ofnrotected classes and raclaVethic balance. The nation was seconded by Commissioner Havemann and unanimously approved. VEL NEW Busuim A. EXECUTIVE DIRECTOR'S MONTHLY REPORT Commissioner Sullivan stated that the Executive Director's monthly report was very helpful; she appreciated the information and she has a clearer picture of the Commission's work. Ms. Haynes provided the Commissioners with revised brochures that are available in the office for the public's information which are mentioned in her report. Vic v Chair Ruffolo referred to the last page of statistics contained in Ms. Haynes report and asked if the numbers (under Denial of Docurnents} represent the instances of complaints? Ms. Haynes responded that the statistics he was referring to was the continuation of a list of residential landlord/tenant complaints that staff receives, i.e., concerns, questions, and inquiries. Ms. Haynes stated that approximately three years ago the Commission/staff attempted to get permission to enforce the Residential Landlord and Tenant Ordinance (RLTO) because it is not an enforceable documezmt,, when it was created in 1976 it was designed so that people could take it into civil court but tenants cannot afford attorneys and brae are no agencies available that provide attorneys for civil cases. Staff feels strongly that the RLTO should be enforceable whether the landkxd or tenant is being cited and on November 28th the Planning and Development will review a proposal giving the Commission permission to enforce it. Ms. Haynes stated that the Police Department is very supportive of staff' being able to enforce the RLTO because they receive a number of calls from tenants (especially on the weekends because they want the Police to take some action because of something that have been done. Reports of these incidents are sent to the office for staffs review and or action. Enforcement of the RLTO would allow staff to issue S Tickets to the violator who will be adjudicated through the Administrative Adjudication Program; this would also generate some funds for the city's budget. Ms. Haynes announced that the American Legion Post 42 Annual Pancake Breakfast will take place on November 19th at the American Legion. Some of the proceeds will be donated to the Human Relations Commission for the purpose of providing holiday gifts for Evanston families who are less fortunate. Ms. Haynes passed out copies of the Fair Employment Practices Ordinance which was requested by the Commissioners at the September meeting. On November 7th the Human Services Committee will meet. On their agenda is a request to accept monies from the American Legion Post 42 Legion for the Human Relations Commission. There will also be a review of the Summer Youth Employment Program. VUL ADJOURNMENT Thee being no further business, Chair Buranda adjourned the meeting at 10:10 p.m. without any objections. Respectfully submitted by: Ex ' ve Secretary Date: 1,91,;� -7 A6 EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, November 29, 2005 7:00 p.m. — Room 2402 APPROVED CON YMIONERS PRESENT: Schona Buranda-Chair, Larry Ruffolo-Vice-Chair, Mavis Hagemann; and Janet Sullivan COMMSSIONER ABSENT: Samuel Thomas STAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUEST/VISITORS: Ciaran McEvoy, NU-Medill School of Journalism L CALL TO ORDER — DECLARATION OF A QUORUM Vice -Chair Rnnffolo called the meeting to order at 7:10 p.m. and declared there was a quorum. 10L INTRODUCTION OF GUEST'S & VISITORS Mr. McEvoy was an observer of the meeting and is a student at NU's Medill School of Journalism. IIL APPROVAL OF MINUTES — September 23, 2005 Vico-Chair Ruffolo called for approval of the October 26g' minutes. Commissioner Sulllivan moved to approve the minutes as submitted which was seconded by Commissioner Hagemann. Since there were no corrections or amendments to the minutes they were unanimously approved. IV. ACTION ITEMS A. Election of Officers for January 1, 2006 through December 31, 2006 1. Nominatian from Nominating Committee 2. NominatioMs from the floor 3. Election Commissioner Hagemann, a member of the Nominating Committee, nominated Chair Buranda and Vice -Chair Ruffolo to continue in their current positions as officers for the Commission, effective January 1 through December 31, 2006. There were no other nominations. Vice -Chair Ruffolo stated that be was never approached or asked by anyone from the Nominating Committee as to whether he was willing to continue as Vkx-Chair and was not sure whether Chair Buranda was or not. Commissioner Hagemann stated that she talked to Chair Buranda after the October 26" Commission meeting regarding this matter but she was not certain about her decision. Vice -Chair Ruffolo stated that since Chair Buranda was not yet present at the meeting he did not feel that the Commission should move ahead without her having an opportunity to make comments regarding her nomination. Actio■ Talcs: Commissioner SuUi* a moved that the Commission continue with the cwr M Chair and Yrce-Chair and that the nominations are tabled until the Janr ori+, 2006 meetings at which time the nominees can be approached re g their decisions. Commiuiorrer Hoeemann seconded the motion. At this point in the meeting Chair Buranda called Vice -Chair Ruffolo to inform him that she would be attending the meeting within fifteen minutes. P e bolo rye -addressed the motion on the #oor which was room' d without mty 4LEg tL4 V. ONGOING BUSINESS A. Enabling Ordinance November 29, 2005 Page 2 of 4 Ms. Haynes stated that she has not heard from Chair Buranda regarding this item. She stated that Commissioner Sullivan informed her a couple of weeks ago that Chair Buranda_informed her that since an agreeable date could not be confirmed for everyone to work on the amendments to the Enabling Ordinance, Commissioner Sullivan, Mr. Molinary and she (Ms. Haynes) should proceed with this effort. She stated that no additional work has been done since September. Ms. Haynes stated that last week she received a phone call from Sue Brady who is connected with Leadership Evanston. Leadership Evanston is seeking a diversity project and Ms. Haynes suggested that perfaaps they might be interested in working with the Commission and staff in re-writing/updating the Enabling Ordinance. Ms. Haynes submitted two senterices as requested by Ms. Brady, describing what that activity would entail and at some point various groups within Leadership Evanston will determine what projects they want to be involved. One of the reasons she made this suggestion is because it would be helpful to have sonic input and support from the community once the project is complete because it has to be presented to the City Council for approval. She stated that if this presents difficulties for any of the Commissioners she would Ile to know and will mama her submission to Leadership Evanston. At this point she is waiting to see if they are interested in pursuing this matter. Commissioner Sullivan stated that since this will be a very intense and lengthy undertaking. staff should take the lead. She stated that a series of meetings should be held, consultation should be given and reran ned to staff for writing and the written documents should be submitted to an advisory committee with Leadership Evanston. Commissioner Hagemann stated that Ms. Brady understands where the Commission's aim is regarding the Enabling Ordinance because she is a former Alderman and former president of the League of Women Voters. Some comparisons were made regarding the HRC's Enabling Ordinance versus the City of Chicago's Enabling Ordinance and some other cities ordinances. Vice -Chair Ruffolo stated that an update will be provided at the January 2006 meeting. B. By -Law Revision and Review Comments were made that the Commission amended the By-laws when Ms. Haynes was on medical leave for the majority of the year 2004 after she had surgery and the language was not re -written or voted on. Commissioner Sullivan moved that the Commmion table the Bwlaws revuioru until the next nreetinP Ms. Haynes recommended that the Commission eliminate the language relative to evaluating her. The language that the Commission prepared Iasi year addresses conducting a joint evaluation of itself and Ms. Haynes. She stated that changing the language would not be effective unless there are goals and objectives established. CommisskKw Sullivan called for action on the motion that she previously made. Ms. Haynes stated that in accordance with the By-laws the Commission would not be able to amend them at this meeting because the language would have to appear on the agenda; therefore it will have to appear on the January 2006 meeting agenda. Based on this inforntation, Commissioner Sullivan withdrew her motion. Vico-Chair Ruffolo read to the following language that he and Chair Buranda discussed and prepared as a substitute for the previous language (which he thought had been sent to everyone via e-mail): "Tie Commission and the Executive Director will do a progress report semi-som a Ny on the eReetivewss of the Commisaioa is accompi d"S dWr November 29, 2005 Page 3 of 4 stated goals and objectives." Sis. Hanes stated that she did not receive that statement but thinks it should begin with: "'tire Commission and Executive Director will develop goals and objectives for the coming fiscal year, etc." Commissioner Sullivan stated that she had committed herself at the October meeting to formulate language relative to amerding the By-laws and the Commissioners were suppose to provide her with their input. She apologized for not doing so grid again requested that everyone send her their proposals. Attica Taken: Commissioner Sullivan will prepare something over the holidays and send it to the Executive Committee for their consideration so that any language submitted will appear on the January 2006 agenda C. Public Hearing/Police Civilian Review Board A public hearing date has been scheduled al the Library for February 12, 2006 regarding this item. Ms. Haynes stated that she discussed this matter with Julia Carroll the City Manager, who informed her that the Human Services Commimm is currently addressing this matter with the Police Chief. She stated that Ms. Carroll agreed that the Commission should prepare communication to the HSC, seeking their approval to move forward with a public hearing. Ms. Haynes will pass that information on to the HSC so that they can respond in terms of whether or not this is appropriate action on the Commission's behalf since they report to the HSC. Vice -Chair Ruffolo wanted to know if the HSC had veto powers over the Commission's decision to hold a hearing. Ms. Haynes responded that she would follow up to get an answer but she still thinks it would be appropriate for the Commission to do so, especially since this matter is on the HSC's agenda and, to let the HSC know what their plans are. Action Takes: Vice -Chair Ruffolo moved that the Hwww Relations Commission's Executive Committee will contact 1 L fiW Char to let that Person know what the CommW ion is vrovosinr to do surd hoPefrdly creare some collaborative =ardine this matter to see where it goes. This should take place sometime right after the holidays. Action Taken: As a result of Vice -Chair Ruffolo's motion and the time that could possib� be involved to plan the hcarin& it was decided that Ms. Haynes will contact the Library and cancel the February 12 date until further notice. Vino -Chair Ruffolo will talk to Chair Buranda regarding the decisions that have been made and Ms. Haynes will contact the Chair of HSC to determine his/her availability to meet with the Executive Committee. VL NEW BUSINESS A. Illinois Prison Re-entry Report Vice -Chair Ruffolo stated that this was a topic that Chair Buranda wanted to talk about but she had not yet attended the mating to do so. Commssioner Sullivan moved that the matter be tabled wail the nev meeting,: There was no further action on this motion. Ms. Haynes stated that she attended the November 72' HSC meeting and {earned that this item is also currently being addressed by the HSC. She stated that Mr. Terry has conducted some research regarding this matter and prgxuvd a report for the HSC. The HSC will discuss the report at the December 5th meeting. Ms. Haynes distributed a copy of the Mr. Terry's report to the Commissioners. B. Executive Di ectoes Mon&1y Report A copy of Ms. Haynes' report was available for the Commissioners prior to the meeting. Commissioner Hagemann stated that in the past when she has received communication from Interfaith Housing the Human Relations Commission has been listed as one of the contributing members however, it were not listed in their November 29, 2005 Pap 4 of 4 latest communication and she wanted to know if there was a reason? Ms. Haynes responded that in the past the Commission has paid membership dues to Interfaith Housing but there is no longer enough money in the budget to wont ue its membership however, that will not interfere with the Commission's ability to work with Interfaith. Her Executive Director's Report indicates that she is in the process of talking o Ms. Schetcher about doing some work for sLuTComrnission. Ms. Haynes stated that she will be meeting with Ms. Schetchter to talk about a quote that she recently provided the Commission to conduct fair housing testing in the upcoming year. Commissioner Hagemwm aAed Ms. Haynes if the Human Relations Commission could conduct its own testing which is something that she would prafier. Ms. Haynes stated tit this can be done providing volunteers are found and professionally trained. C7mir Buranda entered the meeting at this time. W Hrynes provided the Commissioners with copies of the transcript from the first hearing regarding the Dorsey oaarplaint. The second hearing is scheduled for December 19a. Chair Bwwxta stated that the meeting she attended regarding the Prison Re-entry Report was very encouraging and she had an opportunity to meet Congressman Danny Davis and his task force coordinator. She stated that Mr. Terry's report tar@cW Prison Re-entry as a problem and she has talked to a number of people at the Illinois Department of Corrections and will pacscnt a more comprehensive report at the next meeting since this item has already been tabled. She stated that Mr. Terry will receive that report before the Commissioners receive theirs. Ms. Haynes reiterated that this mutter will appear on the HSC agenda on December 5*. Chair Buranda stated that she did not know whether this is a Human Relations issue or if the Commission wants to subscribe to the matter as a Human Relations initiative or if she should continue on her own. Commissioner Sullivan suggested that the Commission attend the December 56 meeting to see how the HSC addresses then matter or perhaps this could become a collaborative effort between the Human Relations Commission and the HSC. Cbmir Baanda stated that the HSC has led the way regarding Prison Re -Entry but Ms. Carroll had asked if the Commission could provide some input regarding the matter (Chair Bumnda was not sure what Ms. Carrol was asking but past minutes can be reviewed for her exact comments). She stated that Ms. Carroll commented that she had been asked to look into the Rc.-entry Program but she (Chair Buranda), was not aware that Ms. Carroll had simultaneously also asked the HSC to took at this matter and, Mr. Terry did release a report. Chair Buranda had already scheduled the ex ctiong dnt she attended a month before Mr. Terry's report. She stated that she thinks the Prison Re-entry report compliments Mr. Terry's report and again wanted to know is this an issue the Commission wants to undertake? Ache■ Takes: Chair Buranda will send the Commissioners a copy of the Prison Re-entry Report so that they will have time to read it before the HSC meeting on December 5*. YID. ADJOURNMENT There being no further business, Chair Buranda adjourned the meeting at 9:10 p.m. with no objections. Rcspu fully submitted by: Dam: /%3a/�%sJ