HomeMy WebLinkAbout12-10-2012 Ad Hoc Diversity Committeer
�.�111 CITY OF IOWA CITY
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14 cal �T, MEMORANDUM
Date: December 7, 2012
To: Ad Hoc Diversity Committee Members
From: Marian K. Karr, City Clerk
Re: Committee Packet for meeting on December 10, 2012
The following documents are for your review and comment at the next Committee meeting:
Agenda for 12/10/12 (page 1)
Minutes of December 3 (pages 2 - 7)
Materials from City Clerk:
• Subcommittee Discussion (page 8)
• Survey /Input draft form (pages 9 —10)
• December -March Calendar (pages 11 -14)
• Proposed list of recommendations (page 15)
THE PUBLIC IS INVITED TO ATTEND ALL MEETINGS
AD HOC DIVERSITY COMMITTEE
MEETING AGENDA
Monday, December 10, 2012
Harvat Hall in City Hall
410 East Washington Street
4:00 PM
1. Approve December 3 minutes
2. Information Gathering Session discussion
3. General Board discussion
Information Gathering Sessions using subcommittee
Survey /Input draft
4. Tentative Meeting Schedule
• December 17
• January 7
• January 14
• January 21 — City Holiday
• January 28 — Council Meeting
• February 4
5. Public Input
6. Adjournment
/—
Ad Hoc Diversity Committee, December 3, 2012 Page 1
MINUTES DRAFT
AD HOC DIVERSITY COMMITTEE
DECEMBER 3, 2012
HARVAT HALL IN CITY HALL, 4:00 P.M.
Members Present: Cindy Roberts, Joe Dan Coulter, Orville Townsend, Sr., LaTasha Massey,
Bakhit Bakhit, Kingsley Botchway II (arrived 4:25)
Members Absent: Joan Vanden Berg
Staff Present: Dilkes, Karr, Markus
Others Present: Charlie Eastham (left 5:15)
REVIEW MEETING MINUTES:
Co -Chair Roberts began the meeting at 4:10 P.M., noting that they have several meeting minutes
to approve. She stated that she would like to use the minutes to pull ideas for possible
recommendations as there were quite a few ideas shared that they had noted would be good. She
would also like to have other Members' ideas and comments as they go through these.
Coulter moved to approve the November 13, 2012, meeting minutes as submitted.
Massey seconded the motion.
The motion carried 4 -0; Botchway, Townsend, and Vanden Berg absent.
Next the minutes of the November 15, 2012, public forum were discussed. Roberts noted that
they will have a more detailed discussion of this meeting, and that this is approval of the minutes
only.
Massey moved to approve the November 15, 2012, meeting minutes as submitted.
Bakbit seconded the motion.
The motion carried 4 -0; Botchway, Townsend, and Vanden Berg absent.
The November 19, 2012, meeting minutes were the last to be reviewed.
Coulter moved to approve the November 19, 2012, meeting minutes as submitted.
Massey seconded the motion.
The motion carried 4 -0; Botchway, Townsend, and Vanden Berg absent.
INFORMATION GATHERING SESSION DISCUSSION:
Roberts began the discussion by noting that there were some very specific ideas and topics, many
heard several times. She noted that in looking through her own notes from that evening, she had
written down items such as transition topics of new residents and orientation; orientation via
neighborhood meetings; language barriers; policies of charging juveniles; rights and
-a -
Ad Hoc Diversity Committee, December 3, 2012 Page 2
responsibility of incoming new residents; and consistent communication under an array of
several topics. Townsend spoke to transportation issues, and the need for better service for
Kirkwood students, for example, and Sunday service. He questioned if there are grants that
would help to cover this type of service. He also questioned working with other transit systems
and seeing how they might work together to provide these increased routes. Coulter spoke to the
transportation issue, as well. Townsend asked if the various transit systems have worked
together in the past. Markus replied to this, stating that there is quite a bit of communication
between the transit systems in the Iowa City area. He also suggested that for Sunday service
they need to find some way of being more flexible. He spoke to fixed routes and whether they
would have enough ridership for this. Townsend spoke to the cost issue, stating that they may
want to get Kirkwood involved in regards to more direct student routes, and even Coralville on
extended services.
Roberts asked Markus if they as a Committee could make a recommendation to the Council that
talked about working with Kirkwood, for example, to address their student transportation issues.
Markus noted that they certainly could do this, that with the information they have gathered from
the public this would be a recommendation with a solution. Bakhit spoke to communication
issues with Police Citizens Review Board. Markus responded that one of the unique things
about the City is the Human Rights Department with two full -time people on staff. He noted that
many times lie has heard that it can be difficult to get people to report such issues, but that
perhaps with some type of public relations they could make this process less scary for the public.
Members spoke to this issue, noting that they are aware that different parts of the community
respond differently, and the need to let each part of the community know that they can safely
report discrimination or make a complaint.
Botchway stated that one possible recommendation for Council is not just outreach that the City
provides but use organizations that are already in place, such as neighborhood associations. By
pushing outreach through them, they could address the needs of the community in that particular
area. This also reduces that fear of having to go to City Hall and making a report. A report
could be taken in the community, with the information then going back to City Hall for review.
Roberts stated that one of the things she noticed at the public forum was people saying, "I wish I
could have known," and "I wish I understood." She noted that some of these things were very
simple, basic things, but without some type of orientation to the community these new citizens
are not necessarily going to know these things.
Townsend spoke next regarding what he took away from the public forum. He sees the issues as
distrust of the PCRB; a feeling that the police are policing themselves; a need for education; the
issue of a complainant not wanting to meet with the Police Chief when the invitation is extended.
He shared some of his ideas about how they might address such issues. First the issue of who
can and cannot be present when an officer is interviewed. Townsend believes that the City
Manager should be a part of this interview, as well. Next the issue of having a Member of the
PCRB meet with a complainant and the Chief was discussed. Townsend then suggested that
when a citizen files a complaint that it be sent to the Human Rights Department first. This way
HR could extend an invitation to the complainant, letting them know that they can attend
interviews with them, etc. This could help to put the person more at ease.
-2-
Ad Hoc Diversity Committee, December 3, 2012 Page 3
Karr then asked Members to look at page 43 of their packets, where they will see a proposed list
of recommendations. She noted that this is just a worksheet for the Members to use as they work
toward developing their recommendations. The discussion continued with Members asking
general questions of Karr and Dilkes on some of the listed information. Markus and Dilkes
noted that with the distrust issue, perhaps having HR involved in this would help to take away
that distrust with the police and the feeling that they are policing themselves; and give the
complainant the education they need to understand the complaint process. Townsend spoke to
why he believes the HR director should be involved in the complaint process. He believes the
biggest problem is the complainant not wanting to meet with the police chief, that there needs to
be someone else involved besides the police department. By getting people more involved in the
system, Townsend believes they can get better participation.
The discussion continued, with Members discussing the role of the HR director in the complaint
process. Coulter stated that lie believes having HR involved is a good idea, that it helps to
address the issue of only having the police involved. Dilkes stated that if the Committee would
make this a recommendation, staff would then need to work through the details of how it would
play out. The Committee was reminded that they do not need to worry about the details of such
an arrangement, that their charge has been to recommend ways to address these problems.
Members continued to discuss the inclusion of the HR department, and how they believe this
could help to make complainants more comfortable. Dilkes reminded Members that the current
process are such that a complainant can have someone with them when they go to meet with the
Chief or the investigating officer. However, this is the pail that is so intimidating and by adding
a PCRB member, perhaps the complainant would feel more comfortable at this meeting.
Massey asked if there has ever been an exit survey done where they ask complainants what their
experience was like. She stated that this would be a good idea to get some real data on how well
people believe the system works. Coulter suggested that Human Rights be a part of this data
gathering. Botchway stated that he was under the impression that the PCRB needed to be
`pulled' away from the police, not lumped into the police department, with another department
coming in to help. He stated that the view is that the PCRB has no power. Roberts noted that
they asked PCRB Legal Counsel Catherine Pugh about this at the last meeting, and she suggested
the option of bringing in a PCRB member earlier in the complaint stage. Massey asked if HR
couldn't set up an initial meeting with the complaint, HR, and a PCRB member so they can
educate the person from the start on what to expect in the process. This led members to discuss
what would happen if there was not a Police Citizens Review Board and whether one is truly
needed.
Dilkes gave the members some more background on the process, reminding them that the officer
being accused cannot be compelled to talk to the PCRB. By having the police chief and the city
manager involved, they are able to compel the officer to speak with them. The suggestion had
come up at the last meeting to have another entity involved in the process, such as the City
Manager and /or HR, to help the complainant feel they have someone on their side as well.
Townsend noted that he was the one who made the suggestion that the city manager be included
in the process. He stated that he believes this would be a positive step toward improving trust
between the citizens and the city. Karr then clarified that the current recommendation by PCRB
-tI-
Ad Hoc Diversity Committee, December 3, 2012 Page 4
is that a complainant be given the `option' of having a PCRB member during the interview with
the police and not a requirement.
Coulter stated that lie likes Massey's idea of some type of tracking of the PCRB process and a
possible exit survey. Understanding what the complainant felt like during the process could go a
long way in knowing what needs to be `fixed' in the system. Botchway stated that he believes
they should also look at term limits for PCRB. Massey suggested they set a two -term limit for
members. She then asked about a racial impact survey that was mentioned previously by
Whiston. Dilkes noted that there was some type of survey done within the City departments but
that she is not sure about one being done with the public.
Markus shared a recent call he received about a police complaint, how he reviewed the tape of
the incident, and spoke with the Chief. He noted that there is the whole discussion behind how
much discretion an officer has, and from his view of the facts, there was no problem. However,
he noted that sometimes it may appear that the officer was unaware of his own discretion and
options. This led to a discussion of how people can handle a ticket that they might receive from
the police. Botchway spoke to an individual's rights and how this discretion by police makes it
difficult to explain just what a person's rights are. Markus explained that discretion by an officer
is needed, that each instance —such as jaywalking —may have a perfectly good reason for
occurring. Without this discretion, police would have to ticket anyone who broke a law.
Townsend stated that he believes in having discretion, but where he believes it is wrong is when
that discretion is based on the color of someone's skin. Dilkes noted that they need to remember
there is discretion and there is appropriate police conduct, such as when an officer makes a
traffic stop. There are specific expectations that the City has of its officers while conducting
such stops — that they conduct themselves professionally, that the stop is not based on race,
ethnicity, etc. She noted that another expectation may be that officers have some appreciation
for the culture of the community that they are dealing with. Massey asked how the officers
would attain that appreciation, that she does not feel comfortable enough with the idea of annual
diversity training addressing such an issue. The population in Iowa City is ever - changing,
according to her, and she questions the information available to officers. Dilkes stated that
having interaction with other cultures is typically the best way for officers to learn about them,
not in a classroom setting. Massey continued to speak to the need for more formalized training
for officers in cultural differences, suggesting even a monthly newsletter that gives information
on new groups of individuals. Markus asked Massey what the County is doing in regards to
diversity training. She stated that they now have a diversity committee that she is a member of.
Botchway stated that a coming together with the various community groups will be crucial in
this. For instance, getting information from the Coalition for Racial Justice might fill that need
for more up -to -date training for the police. Roberts took the conversation back to the one -on -one
contact between police and the community, and how this works so well when an officer can
become an integral part of that area. She agreed that receiving `annual training' just does not get
this type of learning across. Bakhit agreed that this approach would be much better and would
allow these various cultures to better understand the city and the police and what is expected of
the citizens. Building trust is important in giving and receiving this knowledge. Coulter agreed
that it is a two -way street, that getting to this point takes time. Massey brought up the topic
-9-
Ad Hoc Diversity Connnittee, December 3, 2012 Page 5
again of not expecting these subcultures to come to them for information, that they need to get
this information, this education, out into the communities where it is needed.
Markus stated that he cannot believe that any police department would not want to have a better
relationship with their community. It makes everyone's life better if the relationship is a good
one. Botchway added that the police and community leaders must have good relationships in
order for the public to feel that trust. The discussion continued, with Dilkes stating that they
need to perhaps come up with some recommendations that would address the issue of building
relationships. She noted how the neighborhood associations work with neighborhoods, and how
this type of mechanism might work here. Massey stated that the City might need to make a
statement on their web site that this is a city concerned about diversity and that we are working
to promote and to collaborate with our cultural communities about these issues, on a continual
basis, and not just with the Ad Hoc Committee's tenure.
Coulter stated that when it comes to the immigrant population, they need to remember that it is
the individual's responsibility to adapt to their new environment, that they need to know what is
expected of them and what public behavior is acceptable. Other Members responded, noting that
both sides need to have that learning experience. Markus brought up the idea of working closer
with the School District. He stated that the Mayor is very involved in this and that he himself
has become involved as well. There needs to be more involvement in order to educate the
students, as well as the general public. Roberts agreed, stating that she believes they definitely
need to get schools more involved.
TENTATIVE MEETING SCHEDULE:
Karr suggested Members contact her about dates /times for subcommittee meetings, and she
could prepare a schedule for review at the next meeting. Botchway asked if they could have a
timeline showing what they want to accomplish. Karr stated that the Committee needed to give
staff some ideas of what they to do with subcommittees and further public input sessions in order
to prepare a timeline or schedule. Botchway would like to discuss this further at the next
meeting. Coulter asked that the Committee Members look at the transcript from the public
forum, especially the gaps, and also some of the `misquotes' he noticed. He questioned if the
wording was verbatim or not. Dilkes noted that the transcript notes in the bottom margin that it
is a `reasonably accurate recording of what was said.' Dilkes asked that Members get dates to
Karr as soon as possible on these subcommittee meetings so they can move forward with
planning this. Massey noted that Tuesdays work for her. Botchway asked Members to let Karr
know by Wednesday what their January schedules are. Coulter added that he is available all of
January.
ADJOURNMENT:
Coulter moved to adjourn the meeting at 6:00 P.M.
Roberts seconded the motion.
The motion carried 6 -0; Vanden Berg absent.
Ad Hoc Diversity Committee, December 3, 2012 Page 6
Ad Hoc Diversity Committee
ATTENDANCE RECORD
2012
Kev:
X = Present
O = Absent
O/E = Absent/Excused
NM = Not a Member
7—
TERM
o
Co
N
O
N
\
N
W
NAME
EXP.
N
Donna
03110/13
O/
X
N
N
N
N
N
N
N
N
N
N
Henry
E
M
M
M
M
M
M
M
M
M
M
Cindy
03/10/13
X
X
X
X
X
X
X
X
X
X
X
X
Roberts
Joan
03/10/13
X
X
X
X
X
X
X
O/
X
X
X
O/
Vanden
E
E
Berg
Bakhit
03/10/13
X
X
X
X
X
X
X
X
X
X
O
X
Bakhit
/E
Kingsley
03/10/13
X
X
X
X
X
X
O/
O/
X
X
O
X
Botchway
E
E
/E
Orville
03/10/13
X
X
X
X
X
X
X
X
X
X
X
X
Townsend
Joe Dan
03/10/13
X
X
X
X
X
X
X
X
X
X
X
X
Coulter
LaTasha
N
N
N
X
X
X
X
X
O/
O/
X
X
Massey
M
M
M
E
E
Kev:
X = Present
O = Absent
O/E = Absent/Excused
NM = Not a Member
7—
SUBCOMMITTEE DISCUSSION
Suzaested Locations
West High School
Southeast Junior High
City High School
Tate High School
Regina High School
Broadway Neighborhood Center
Pheasant Ridge Neighborhood Center
The Spot
Mercer Park Meeting Room
Hy -Vee Meeting Room
Shelter House
Neighborhood Association (Homes)
Trailer Park Community Meeting Rooms
Crisis Center /Salvation Army Holiday Distribution
Member Availabilih
Kingsley
11:00 AM — 2:00 PM
1/7/13 thru 1/18/13
Cindy
Monday - Thursday evenings
1/7/13 thin 1/18/13
LaTasha
Day or evening
Tuesdays best; can be flexible
Joan
Joe
Orville
Lunch focus group
1/7/13 - 1/11/13
Open in January
1/7/13 and 1/8/13
1/14/13
1/15 and 1/17 day only
1/16
After 1/18/13
rr-
Name
Address
On June 19, 2012 the City Council created an Ad Hoc Diversity Committee: 1) to study the operation
of the City's transit system, including but not limited to the downtown interchange as it relates to
minority populations and 2) to study the operations of the City law enforcement, including but not
limited to the Police Citizens Review Board (PCRB) as it relates to minority populations. Your input
is important to us.
Lnry Enforcement:
Have you had the opportunity to interact with the Iowa City Police Department and /or police officers
at neighborhood events?
r.
What issues challenge the relationship between the police and it j ity's minority communities?
In your experience what has worked best to strengthen the relationship between minority populations
and the police? Why?
What other recommendations would you make that would improve minority communities relations
with the police?
r .
l
If you were the Police Chief, what effects would you undertake to improve police relations within
minority communities?
Have you heard of the Police Citizens Review Board (PCRB)? If yes, please explain.
- 9-
Name
Address
On June 19, 2012 the City Council created an Ad Hoe Diversity Committee: 1) to study the operation
of the City's transit system, including but not limited to the downtown interchange as it relates to
minority populations and 2) to study the operations of the City law enforcement, including but not
limited to the Police Citizens Review Board (PCRB) as it relates to minority populations. Your input
is important to us.
Transponat %on:
Do you use City transportation?
Do the City bus routes work for you? Do they go where you need to go? How tuell`'does the
schedule work for you?
What issues challenge the relationship between transportation and the City's minority communities?
What is working well? What needs to be improved?
In your experience what has worked best to strengthen the relationship between minority populations
and City transportation services? Why?
What other recommendations would you make that would improve minority communities relations
and transportation needs?
What effects would you undertake to improve transportation within minority communities?
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PROPOSED LIST OF RECOMMENDATIONS
12 -10 -12
Police Citizens Review Board
Education (Process, Procedure, Authority /power)
Option for PCRB member to participate in complainant interview with Police
City Manager participation in officer interview
Human Right Coordinator involvement at the front end of a complaint
Provide exit survey to the complaint
Police Civil Service Recruitment Education
State & federal regulations
Barriers to testing
Transportation
Explore flexibility re Sunday Service
Involve Kirkwood in discussion re direct service routes for students
Communications
Better use of neighborhood associations to educate and inform
Orientation of new residents
Improve education of issues with School District
Statement on website re City's concern for diversity /working to promote and collaborate
cultural communities
Pending Recommendations to Council from Human Rights Commission:
The Human Rights Commission recommends to the Iowa City City Council that a committee
be established to review the Police Citizen Review Board. That committee can be
compromised of city staff, councilors or community members, but must contain at least one
human rights commissioner. The review board would investigate the strengths and challenges
of the current Police Citizen Review Board model and consider whether it is the right model
for the city. In reviewing the strengths and the challenges of the current Police Citizen
Review Board, the review committee would determine whether the current structure best
serves the city. (March 20, 2012)
Pending Recommendations to Council from Police Citizens Review Board.
1. To change the name to Citizens Police Review Board. (June 12, 2012)
2. To remove the language regarding Formal Mediation within the City Code and from the
Standard Operating Procedures. (June 12, 2012)
3. To offer as an option, the ability for a Board member to accompany the complainant during
the police investigation interview process for a PCRB complaint, at the complainant's request.
(June 12, 2012)
4. Recommendation to change the Board's 45 -day reporting period to 90 -days. (October 9,
2012)