City of Lawrence
Human Relations Commission
August 27, 2008 Minutes
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MEMBERS PRESENT: |
Vice Chair Lori Tapahonso, Commissioners James Dunn, Ernesto Hodison, Kevin Johnson, and Terri Wilke.
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Chair Bessie Walker, Commissioners Bob Augelli, Ray Chao, and Barbara Hillmer.
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STAFF PRESENT: |
Human Relations Specialists Paul Winn and Human Relations Associate Cynthia Colbert
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STAFF ABSENT:
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Director Toni Wheeler and Human Relations Specialist Michelle Smith |
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PUBLIC PRESENT: |
NONE |
Vice-Chair Tapahonso called the meeting of the Lawrence Human Relations Commission to order at 11:05 AM in the LHRD Conference Room.
ROLL CALL
Roll call revealed a quorum of the Commission was not present.
Vice-Chair Tapahonso said acceptance of the agenda, minutes, and staff report would be tabled until Commissioner Hodison arrived. She asked the members present to look over the agenda, minutes, and staff report and give any changes or comments to the documents. Commissioner Dunn asked if the HR staff has noticed any trends emerging in the types of formal complaints filed. He noted the staff reports show a lot of formal complaints based on disability.
HR Associate Colbert said the highest number of formal complaints for the last few years have been based on disability. Formal complaints based on race have been the second highest. She added that formal complaints based on sex was the third highest and noted this trend has remained the same over the last 2 – 3 years.
Commissioner Dunn asked if the trend means that more training on disability discrimination is needed. HRS Colbert said that is a possibility, but it could also mean the community is more educated on the issue and less afraid to come forward with any allegations of disability discrimination. She noted that the HR staff, as well as Independence, Inc., does an excellent job in educating the disabled community and housing providers.
A brief discussion ensued regarding possibilities for expanding community education on disability rights and responsibilities. Vice-Chair Tapahonso offered to share with LHRC members, information on disability discrimination that she recently received at the Regional Executive Council on Civil Rights (RECCR) annual conference.
OLD BUSINESS
Item was tabled until Director Wheeler can be present.
District Court Update
HRA Colbert said a petition was filed in Douglas County District Court to enforce a subpoena to a Respondent in a formal housing complaint. The court date is today, August 27, 2008 at 11:00am and Director Wheeler, Staff Attorney Scott Miller, and HRS Smith are in attendance. HRA Colbert said the LHRC Commissioners would be apprised of the outcome in the Monthly Fact Sheet they will receive next week.
Employment Law Update Seminar 2008
HRA Colbert said that preparations for the seminar are progressing according to schedule. She said registration has opened and brochures have been sent out in the mail. She said seminar information and online registration is also available on the city’s website. HRA Colbert handed out brochures to the LHRC members and encouraged them to give brochures out to those they know that may be interested in attending. She also encouraged them to attend, as LHRC members may attend at no charge. HRA Colbert noted that 4 CLE credits have been approved for Missouri and 3 credits approved for human resources professionals. She said it is anticipated that we will receive 4 CLE credits for Kansas, but the approval has not yet been received.
Vice-Chair Tapahonso encouraged LHRC members to attend.
Vice-Chair Tapahonso asked if LHRC members will have name tags to wear identifying them as members of the commission. It was suggested that Director Wheeler be asked for approval to purchase name tags for LHRC members. HRA Colbert said she would present the suggestion to Director Wheeler.
Commissioner Wilke said the seminar is inexpensive for attorneys, and in the past it has been a great deal. She said she is glad to see the dramatic cut in the seminar; that it is half what it has been in the past, however, she would like to know why the registration fee was not raised, rather than to cut the program in half. She said that way Human Relations could make a profit. HRA Colbert explained the difference between administrative departments/divisions and those that are revenue producing. She explained the Human Relations division is not revenue producing and we are given a budget in order to fulfill our mission to the City. Any registration fees are charged to assist in the cost to put on the seminar, not to take the place of provided funding, and not to provide profit. It was also our goal to make the seminar more affordable for attendees during a slow economic period.
Commissioner Hodison arrived at 11:20 a.m. A quorum was then present.
ACCEPTANCE OF AGENDA FOR AUGUST 27, 2008
Vice-Chair Lori Tapahonso requested that an item for a report on the RECCR Annual Conference be added as new business on the agenda for August 27, 2008. Commissioner Johnson moved that the agenda for August 27, 2008 be accepted with the addition of Item E, “RECCR Conference Report”. Commissioner Wilke seconded the motion. Motion carried.
ACCEPTANCE OF STAFF REPORT MAY 1 TO JULY 31, 2008
Commissioner Hodison moved that the staff report for May 1 to July 31, 2008 be accepted. Commissioner Johnson seconded the motion. Motion carried.
APPROVAL OF MINUTES FOR MEETING OF MAY 21, 2008
Commissioner requested that the minutes of the May 21, 2008 be amended to better represent the context of his inquiry regarding the HR division status.
The text would be changed to read: Commissioner Hodison asked Director Wheeler whether there was anything that was coming up that would cause any workload issues.
Commissioner Hodison moved that the minutes for the May 21, 2008 meeting be accepted, with changes. Commissioner Johnson seconded the motion. Motion carried.
Recognition of Outgoing LHRC Members
HRA Colbert noted that Commissioner Ray Chao’s term has expired and he is not eligible for reappointment to the LHRC. She said that in the past, an outgoing commissioner would serve until a replacement was appointed. Commissioners Hodison, Walker, and Tapahonso are eligible for reappointment. If they wish to continue serving, they will need to contact Director Wheeler as soon as possible. Director Wheeler will forward the requests for reappointment to the Mayor, who would make the appointment during a future city commission meeting.
Commissioner Hodison asked how individuals can be considered for an appointment to the board. HRA Colbert said they would need to send a letter of interest addressed to Director Wheeler and the Mayor stating they desire to serve on the Human Relations Commission, along with why they would like to serve. She said a training session for any new appointees would most likely be held prior to them attending their first meeting.
Vice-Chair Tapahonso asked if current LHRC members could attend the training. HRA Colbert said they are welcome to attend, but the training content would consist of basic topics in which they have already received training.
Vice-Chair Tapahonso said the Human Relations Commission recognizes Commissioner Ray Chao’s commitment for the past years to the LHRC and to the City of Lawrence. It is appreciated.
Employee Satisfaction Survey
HRA Colbert said every 2-3 years, the City conducts a survey of city employees, so they can receive feedback on topics and issues of importance to city employees. She gave a brief explanation of the process. She noted the results will be forwarded to city management and the city commission.
A brief discussion ensued.
2007/2008 HUD Contract
HRA Colbert said the division has received the cooperative agreements for HUD FY 2007-2008. She said the HUD fiscal year is from July 1st to June 30th of each year. The division is credited for formal housing complaint cases that were processed during that time period. 17 cases were accepted by HUD during the recording period. HRA Colbert noted the fair housing division has always exceeded the minimum number of cases required by HUD. She stated that HRS Smith has done an excellent job processing fair housing cases in a timely manner. During the last recording period, she had no aged cases.
Commissioner Hodison asked if the funds received by HUD cover the expenses of the fair housing manager. HRA Colbert said 50% of the fair housing manager salary is provided by the city’s general fund and the other 50% is provided by HUD. All other fair housing expenses are 100% provided by HUD through the cooperative agreement.
A brief discussion ensued.
Vice-Chair Tapahonso commended HRS Smith for her efforts to complete her cases in a timely manner.
HR Staff Mediation Training
HR Associate Colbert said the division has eliminated the mediator track from this year’s Employment Law Update seminar. HR staff typically would earn their CME credits required for recertification during the seminar. This year, HR staff will attend a one-day mediator training at Johnson County Community College. The topic of the training class is “Mediation for Changing Times” and HR staff will earn the required 6 CME’s for attending.
RECCR Conference Report
Vice-Chair Tapahonso said that she, HRS Smith, and Director Wheeler attended the Regional Executive Council on Civil Rights Conference (RECCR), August 20 – 22, 2008. She shared materials she received from the conference with LHRC members present. She said attending the sessions made her realize that the LHRC is not doing as much as they could be as commissioners. Vice-Chair Tapahonso said one of the sessions she attended was titled, “Being a Civil Rights Ambassador for Equal Opportunity”. She said it dealt with understanding your role as a commissioner. She further gave a briefing on the relationship/role the LHRC members have with Director Wheeler and the HR staff. She said she would like to speak with Director Wheeler to discuss outreach initiatives for the LHRC members and ways they can get out and work with the community to help them understand who the Human Relations Division and Human Relations Commission is and what they do. She said it would be a great idea to have an initiative to work with the primary and secondary schools, as some other human relations commissions are doing. She said she felt it was a duty of the LHRC to bring awareness to the community as to what the human relations division does and what it has to offer.
Vice-Chair Tapahonso said she would gladly supply copies of any of the information she gathered at the conference to LHRC members. A brief discussion ensued.
HRA Colbert said the HR staff has discussed various outreach ideas and the staff will meet in November to brainstorm and set goals for 2009. She said one of the ideas is to contact the KU School of Architecture and possibly partner in a fair housing outreach workshop or project of some type. HRA Colbert gave other examples of outreach projects the HR staff will be considering for 2009. A brief discussion ensued.
Commissioner Hodison said it was helpful for LHRC members to have business cards to give out when talking to the public about human relations and what the division provides to the community. HRA Colbert noted business cards will be made to promote the HR online complaint intake questionnaires. She said it has been a while since business cards were supplied to commissioners and Director Wheeler would have to give approval to purchase more cards.
Commissioner Dunn asked if any online complaint forms been received yet. HRA Colbert said none have been received yet because staff has not started outreach to let the public know it is available. Commissioner Dunn asked how online complaint forms would be handled once received. HRA Colbert said that submitting an online form does not constitute having filed a formal complaint. She said that once a form is received, the person submitting it would be contacted by a staff member within five (5) business days of receipt. An appointment would be scheduled with a staff member to discuss and formalize the complaint process. She encouraged the LHRC members to go online and preview the online forms, as well as to inform the public about them.
COMMISSIONER’S COMMENTS
Commissioner Dunn said he received a letter from a Mr. Hamilton. Vice-Chair Tapahonso said the matter has been handled by the Legal Department and City Manager’s Office. Commissioner Dunn said he was interested in knowing who, other than himself, received a copy of the letter. Vice-Chair Tapahonso said she believed only LHRC members received a copy. HRA Colbert said the letter was sent to various city staff and city commissioners. She said it is a personnel matter, and has been handled as such. A brief discussion ensued.
Commissioner Terri Wilke left at 12:05 p.m.
Commissioner Dunn shared an article about the Islamic movement, and how civil rights relative to Islam is being looked at in Canada and the United Kingdom. HRA Colbert said federal, state, and local discrimination law in the United States includes protection against discrimination due to someone’s religion.
PUBLIC COMMENT
NONE
ADJOURNMENT
Meeting adjourned at 12:10 p.m.