Human Relations Commission

AGENDA Human Relations Commission Location: Executive Conference Room (Second Floor), City Hall, 200 South Fourth Street July 5, 2016 6:30 p.m. A. Roll Call B. Approval of Agenda – Additions / Deletions C. Approval of Minutes 1. April 5, 2016 Meeting Minutes 2. May 3, 2016 Meeting Minutes D. Public Participation E. Old Business 1. Update on Cultural Competency Training Proposals 3. Discussion and Review of Models for Re-Entry of Ex-Offenders 4. Update and Discussion on HRC Brochure F. New Business G. Adjournment  MINUTES CITY OF DEKALB HUMAN RELATIONS COMMISSION April 5, 2016 The Human Relations Commission held a Meeting on Tuesday, April 5, 2016 in the Bilder Room of the DeKalb Public Library. Chair Larry Apperson calling meeting to order called the meeting to order at 6:35 p.m. A. ROLL CALL The following members of the HRC were present: Larry Apperson (Chair), Joe Gastiger, Norden Gilbert, Lisa King, Ellingsworth Webb, Robert Williams and Cameron Zelaya. The following City staff members were present: Deputy Police Chief John Petragallo and Management Analyst Lauren Stott. Fifth Ward Alderman Kate Noreiko was also present. Notes were taken by Analyst Stott. B. APPROVAL OF THE AGENDA – ADDITIONS / DELETIONS The agenda was approved with no additions or deletions. C. APPROVAL OF MINUTES The minutes of the March 1, 2016 meeting were approved. D. PUBLIC PARTICIPATION 1. Follow-up Discussion to Diversity Dialogue: “The First Amendment: Right to Free Speech and the Right to Peacefully Assemble” The Commissioners initiated the public discussion regarding the up Discussion to Diversity Dialogue: “The First Amendment: Right to Free Speech and the Right to Peacefully Assemble.” Several Commissioners provided feedback about the Diversity Dialogue meeting at NIU, and indicated that they received positive feedback about the dialogue meeting. The Commissioners discussed the possibility of encouraging free speech throughout the City by designating areas for peaceable assembly, perhaps in parks or other public spaces. Regular Meeting April 5, 2016 Page 2 of 3 The Commissioners and Alderman Noreiko recommended several spots throughout the community, including the Library and the corner of Route 38 and First Street. The Commissioners asked the present staff members whether any rules are already in place for controlling mass gatherings. Analyst Stott and Deputy Chief Petragallo indicated that planned gatherings are typically monitored by the permitting process, but that some mass gatherings, such as spontaneous demonstrations, are impossible to monitor and predict. Several Commissioners indicated that attempting to designate locations for free speech activities would diminish the effectiveness of assembling and might be challenging to enforce in the event of spontaneous gatherings. Commissioner Robert Williams indicated that spontaneous demonstrations are always a possibility in the college town environment. Deputy Chief Petragallo said the Police Department has already been faced with such situations. Deputy Chief Petragallo said that the Police Department always tries to work with organizers in the event of peaceable assembly activities, and that Police personnel exercise flexibility whenever possible. He said that the Police Department always works to ensure the assembled groups are able to carry out their mission of demonstration if possible and conducted in a safe way. The Commissioners and Alderman Noreiko talked about the possibility of discussing free speech areas at a later time. E. OLD BUSINESS 1. Diversity Dialogue Meetings The Commissioners in attendance at the first NIU Diversity Dialogue meeting provided a brief summary of the event and indicated that NIU plans to host future events on other topics related to diversity. 2. Next Steps on Training Proposal(s) Chair Apperson indicated that the Commissioners could expect discussion regarding the cultural competency training proposals to resume at the HRC’s next meeting. 3. Discussion and Review of Models for Re-Entry of Ex-Offenders A motion was made to table this item for a future meeting.  4. Update and Discussion on HRC Brochure A motion was made to table this item for a future meeting. F. NEW BUSINESS No new business was addressed. G. ADJOURNMENT The meeting was adjourned at 8:19 p.m. __________________________________________ LAUREN STOTT, Management Analyst Minutes approved by the Human Relations Commission on date of approval. Minutes should be posted on the website no less than 48 hours after they’ve been approved.  MINUTES CITY OF DEKALB HUMAN RELATIONS COMMISSION May 3, 2016 The Human Relations Commission held a Meeting on May 3, 2016 in the Executive Conference Room at City Hall. Chair Larry Apperson called the meeting to order at 6:33 p.m. A. ROLL CALL The following members of the HRC were present: Larry Apperson (Chair), Joe Gastiger, Norden Gilbert, Lisa King and Ellingsworth Webb. Commissioner Robert Williams was absent. Dr. Katrina Caldwell from NIU was present. The following City staff members were present: Management Analyst Lauren Stott. Notes were taken by Analyst Stott. B. APPROVAL OF THE AGENDA – ADDITIONS / DELETIONS Commissioners requested removal of the following items: - Discussion and Review of Models for Re-Entry of Ex-Offenders - Update and Discussion on HRC Brochure Commissioner Gastiger requested to add Youth Outlook to new business. The Commissioners also voted to add discussion regarding the Commission’s vacancy and the summer meeting schedule to the agenda. C. APPROVAL OF MINUTES Analyst Stott indicated that the Minutes document from the Commission’s April meeting were lost in a technology error. Analyst Stott indicated that a replacement Minutes draft would be created and distributed to the Commission members for their comments. Analyst Stott also noted an update to the March 1, 2016 minutes document that was requested by Commissioner Gastiger. The Commission members reviewed the updated document. The March 1, 2016 minutes were approved. D. PUBLIC PARTICIPATION No members of the public were present. Regular Meeting May 3, 2016 Page 2 of 4 E. OLD BUSINESS 1. Diversity Dialogue Meetings Chair Apperson said he was disappointed with the low turnout of the April Diversity Dialogue meeting hosted by the Commission at the DeKalb Public Library. Commissioner Gilbert said he believes the community may have been saturated with discussion regarding the First Amendment. The Commissioners reviewed the April Diversity Dialogue meeting hosted by NIU on interfaith issues. They said that each table at the event was assigned a different case study to discuss, which kept attendees interested and engaged. Chair Apperson indicated that the next Diversity Dialogue meeting will occur after the Fall 2016 semester begins. 2. Next Steps on Training Proposal(s) with Special Guest: Katrina Caldwell (NIU) The Commissioners introduced themselves to Dr. Caldwell, and Chair Apperson introduced Dr. Caldwell. He told the Commission that Dr. Caldwell has been involved in a number of diversity-related programs. Dr. Caldwell provided information about the recently started diversity training at the DeKalb School District. She said she has been working on diversity and equity programs for 25 years. Dr. Caldwell told the Commissioners that diversity can be applied to any audience, but it is important for the group to identify what they want to learn about as it relates to diversity. Dr. Caldwell said she uses a training outline of social justice. She said she brought a training proposal for the group to review. She said that the Commission can call the training whatever they would like, but that the title of the training is important for educating people about what the training is going to cover. Commissioner Gilbert asked whether the proposal is similar to the training that is occurring at the School District. Dr. Caldwell said it is, but it is customized for local governments. She provided an overview of the training document provided. She said that she talked with Chair Apperson about train the trainer opportunities, and said this model is currently being utilized by the school district. Dr. Caldwell said the group can customize the training based on needs. She said the School District is considering a swap in sessions to ensure transgender needs are addressed. The group discussed the train the trainer concept. Chair Apperson said he believes the train the trainer model might not be appropriate at the City level, and that more in-depth training is probably required. Dr. Caldwell said the trainers request some pre-work to occur so participants have an opportunity for self-reflection prior to the training. Commissioner Gastiger asked whether certifications are available as a result of the training, and Dr. Caldwell indicated there are. The group discussed the potential for expanding the training to other agencies within the community. Chair Apperson asked what Dr. Caldwell hopes to accomplish with two 3-hour training sessions. Dr. Caldwell said the training hour breakdown is flexible, but six hours is ideal for the City staff group. Dr. Caldwell said one important focus area is the transition of different populations into the City. The group discussed whether a mixture of different levels and departments would be beneficial, or if it is best for departments or employees with like jobs to be trained together. Dr. Caldwell said there is value in having a variety of employee levels/departments in training together, and they are also able to break out people by department or level within the training. Chair Apperson recalled a conversation with Dr. Vernese Edghill-Walden about encouraging further conversations among trained staff after the training is complete. Commissioner Gastiger brought up his Youth Outlook item (proposed as New Business), and described Youth Outlook as a support service for LGBTQ+ youth in the community. Commissioner Gastiger said that the training proposed by Dr. Caldwell seems supportive of Youth Outlook concepts. Commissioner Webb said he would like to vote on the training option from Dr. Caldwell. He made a motion to vote to recommend to the City staff that Dr. Caldwell be the trainer and her training design be used for cultural competency training to with City staff. Chair Apperson said before voting, he would like to update the group on Dr. Cohen’s latest communication about his proposal. Chair Apperson said Dr. Cohen had recently responded to the HRC’s request to know how he conducts a training session. Dr. Cohen indicated that he uses small group interactions over topical assignments. He indicated that his Regular Meeting May 3, 2016 Page 4 of 4 approach is not a lecture nor does he use Powerpoints. He can also shorten the number of sessions from his original eleven. The group discussed that while Dr. Cohen had provided these clarifications, they still favored the content and presentation format of Dr. Caldwell’s proposal. They also appreciated Dr. Caldwell’s flexibility in programming that used a pre-assessment questionnaire that determines the final focus of the training to more closely match the needs of the trainees. The group discussed its appreciation for Dr. Cohen’s proposal and his work to share his cultural competency training expertise. The Commissioners voted unanimously to recommend Dr. Caldwell and her training design to the City staff. Finally, Chair Apperson reviewed the next steps for the HRC’s training recommendation that the City will now take up. E. NEW BUSINESS 1. Vacancy Discussion The Commissioners discussed the current vacancy left by former member Cameron Zelaya. They discussed ways they might recruit applicants for the position. The Commissioners agreed to continue with recruitment and said they would encourage any interested parties to contact the Mayor. 2. Summer Meeting Schedule The Commission voted to cancel the June meeting. G. ADJOURNMENT The meeting was adjourned at 8:22 p.m. _____________________________________________________________________ LAUREN STOTT, Management Analyst Minutes approved by the Human Relations Commission on ________________.  Human Relations Commission Cultural Competency Trainer Comparison Table (Prepared for City of DeKalb Staff) Dr. Katrina Caldwell Dr. James Cohen Assist. V.P. for Student Affairs Assist. Prof. of Literacy & Elm. Ed. & Dir. of Northern Illinois University Project DEAMS (Title III Grant) Northern Illinois University Cultural Competency/Diversity Training Yes – During previous positions as Assist Dean Yes – Having attended the M.A.T.E.S.O.L. School Experience of Minority Affairs, U. of IL Chicago and Dir. offor International Training, Dr. Cohen has Adult Student Affairs and Dir. of the Center for conducted cultural competency/diversity training Intercultural Programs at DePaul University, for educational and public and private has planned and conducted training and has organizations. done training with other profit & non-profit orgs. as part of Katrina M Caldwell Consulting. Perspectives on Cultural Competency Both trainers reference Dr. Diane Goodman’s five key components of cultural competency and Training Components attempt to cover these concepts when they conduct training. Dr. Goodman is a nationally recognized professional for diversity and social justice training and consulting. Her five key components for training are: 1. Self-awareness, 2. Understanding and valuing others, 3. Knowledge of societal inequities, 4. Skills to interact effectively with a diversity of people in different contexts, and 5. Skills to foster equity and inclusion. (See attached Cultural Competence for Social Justice, Dr. D. Goodman, 2013). Discussions and materials from both trainers confirm the incorporation of these five topic goals when they conduct training. Training Design & Methodology 1. Pre-assessment of client background and Yes – Dr. Caldwell will conduct a pre- No – Dr. Cohen has a design that he uses with all knowledge to tailor training to client assessment of the training group in order to groups when he conducts cultural competency needs tailor the training sessions to the cultural training. It is a curriculum of training topics. competency factors most in need of coverage. 2. Number of Training Sessions Dr. Caldwell proposes two (2) customized Dr. Cohen originally proposed eleven (11) sessions of 3 hrs. each for every training sessions of 3 hrs. each for every training grp.* group. *Note: Has indicated willingness to reduce number of sessions (perhaps 4 to 6). 3. Session Methodology Short overview of particular cultural Each session would have discussion, videos and (Information taken from proposals, email competency issue/concept. Breakdown to written responses to thought provoking readings. exchanges and in person meeting with small groups to discuss topic with trained Each session: each trainer with the HRC) facilitators to assist each small group 1. Students would come to class having read discussions. Convening back to total group to the text in preparation for the session.  share small group discussion points, concerns They will have written a number of data and questions. Information identified assists cards for the reading for the day. (Data trainer in need to address the topic further cards are quotations from reading on one and/or summarize what the group believes side of note card and the reason why the and feels. quotation is meaningful to that person on the other side). If need identified by group or trainer that a 2. They bring the note cards to the session similarly employed employee group (e.g. ready to discuss. For about 20 minutes, police, fire, other City depts., support staff, students will discuss the text chapter in administrators, etc.) has some particular small groups using the note cards as a needs , the trainer will attempt to work with means to structure the discussions. The this smaller group in addition to large group instructor (trainer) will walk around room training sessions. and help answer questions students may have. This design is an interactive one over concepts 3. Then, the class is brought back as a whole of cultural diversity and potential conflict and shares what each small grp. discussed points raised by those from different and talk about these in the large group. backgrounds, cultures and experiences. It is 4. Some sessions have a video or movie for not intended to be a didactic lecture type of which directions are provided as to what to training with use of Powerpoint presentations. focus on or what question to answer while Rather, interactive large and small group one watches video. sessions for which the trainer provides 5. No use of Powerpoint. Rather, more small concepts and information but, the trainees’ group discussions based on required reactions, concerns and questions become the readings primarily from D. Goodman’s important areas of further focus to promote Promoting Diversity and Social Justice: better understanding of others who are Educating People from Privileged Groups different and better ways to work with those (2011). who are different from themselves. Training Cost (per each Group Trained) 1.Training Fee $ 3,500 $ 6,600** 2. Required Material(s) Cost to City None $ 30 per book x 25 trainees = $750 3. Refreshments (no lunch/dinner costs) $ 100 max. for each training group $200 max. due to more sessions per training Total Estimated Costs per Training Group: $ 3,600 $ 7,550 or $ 4,250** Note: Some overtime expenses may be necessary for selected staff to participate in either training proposal. ** Dr. Cohen has indicated that he can reduce this initial proposed cost per training to that which the City can manage and he can cut down  the number of session for each training group. As such, it is likely final cost could be negotiated to $ 4,250 to $4,500 for 6 meetings per training. ($3,300 training fee + $750 Books + $200 refreshments = $ 4,250) Estimate of Number of Training Groups to train 200 City employees. 25 per training group 8 x $3,600 = $28,800 (over multiple fiscal yrs.) 8 x $7,550 = $60,400 (over multiple fiscal yrs.) (8 separate training grps. of 25 = 200) 8 x $4,250 = $34,000 (over multiple fiscal yrs.)** 28/29 per training group 7 separate training groups of 28/29 = 200 7 x $7,550 = $52,850 (over multiple fiscal yrs.) (7 separate training grps. of 28/29 = 200) 7 x $3,600 = $25,200 (over 2 fiscal yrs.) 7 x $4,250 = $29,750 (over 2 fiscal yrs.)** Larry G. Apperson Chair, HRC 6/30/16