AGENDA HUMAN RELATIONS COMMISSION CONFERENCE ROOM B W. GLENDALE AVE. GLENDALE, ARIZONA APRIL 11, :30 P.M.

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1 AGENDA HUMAN RELATIONS COMMISSION CONFERENCE ROOM B W. GLENDALE AVE. GLENDALE, ARIZONA APRIL 11, :30 P.M. 1. CALL TO ORDER 2. ROLL CALL 3. CITIZEN COMMENTS If citizens wish to speak on a matter concerning the Human Relations Commission that is not on the printed agenda, please complete a Citizen Comments Card and provide it to the designated staff person prior to the beginning of the meeting. Once your name is called by the Chairperson, please proceed to the podium and state your name and address for the record. Please limit your comments to a period of three minutes or less. 4. APPROVAL OF THE MINUTES a. Approval of the March 14, 2018 Human Relations Commission Minutes 5. NEW BUSINESS a. REPORTS FROM COMMISSIONERS ON COMPLIED LIST OF CURRENT CELEBRATIONS/EVENTS/SPONSORS/ASSETS b. REPORTS FROM COMMISSIONERS ON DISCUSSIONS WITH CONSTITUENTS AND COUNCIL MEMBERS REGARDING NEEDS OF COMMUNITY c. REVIEW OF CITY DEMOGRAPHICS d. REVIEW OF DRAFT OF BYLAWS/PROCEDURES FOR CONDUCTING COMMISSION BUSINESS 6. STAFF REPORTS

2 a. This report allows the staff of City Attorney's Office to update the Commission. The Commission is prohibited from discussing or acting on any of the items presented by the staff since they are not itemized on the Human Relations Commission agenda. 7. COMMISSION COMMENTS AND SUGGESTIONS 8. NEXT MEETING The next regular meeting of the Human Relations Commission will be held on May 9, 2018 at 6:30 p.m., in Conference Room B3, 5850 W. Glendale Ave., Glendale, Arizona, ADJOURNMENT SPECIAL ACCOMMODATIONS For special accommodations, please contact Nancy Mangone at (623) at least three (3) business days prior to the meeting. Hearing impaired persons please use the Arizona Relay Service by dialing 711. Pursuant to A.R.S (4), one or more members of the Human Relations Commission may be unable to attend the meeting in person and may participate telephonically.

3 HUMAN RELATIONS COMMISSION REPORT MEETING DATE: 04/11/2018 FROM: Julie K. Bower, City Clerk PRESENTED BY: Nancy Mangone, Assistant City Attorney SUBJECT Approval of the March 14, 2018 Human Relations Commission Minutes BACKGROUND RECOMMENDATION Draft Minutes - 3/14/2018 HRC Attachments

4 D R A F T MINUTES HUMAN RELATIONS COMMISSION 5850 W. GLENDALE AVE. GLENDALE, ARIZONA MARCH 14, :00 P.M. 1. CALL TO ORDER The meeting was called to order at 6:00 p.m. 2. ROLL CALL Present: Absent: Emmanuel Allen, Commissioner Allen Bartimioli, Commissioner Kelly Carbello, Commissioner Norman Cooper, Commissioner Dani Estes, Commissioner Denise Flynn, Commissioner Samuel Hoerner, Commissioner Ken Ihori, Commissioner Barbara Lentz, Commissioner Mary O'Connor, Commissioner Sandra Truelove, Commissioner Leonard Escudero, Commissioner 3. INTRODUCTIONS Also Present: Kevin Phelps, City Manager Nancy Mangone, Assistant City Attorney LeJeune Boone, Human Resources Business Partner Ms. Mangone said it was the first meeting of the Human Relations Commission (HRC). Commissioners introduced themselves and provided brief biographies. There were no prior meeting minutes to approve. Mr. Phelps welcomed the Commissioners and thanked them for their service on the City s behalf.

5 4. CITIZEN COMMENTS None 5. NEW BUSINESS a. REVIEW OF ORDINANCE CREATING THE HUMAN RELATIONS COMMISSION Commissioners reviewed and discussed the ordinance creating the HRC and the authority placed in the Commission to advise the City Council on items concerning cultural diversity and unity. b. DISCUSSION OF BYLAWS/PROCEDURES FOR CONDUCTING COMMISSION BUSINESS Commissioners discussed the need for establishing bylaws and procedures for conducting Commission business. Commissioners asked Ms. Mangone to prepare draft bylaws and circulate them for review before the next regular meeting. c. DISCUSSION OF POTENTIAL TOPICS FOR COMMISSION RESEARCH, REVIEW AND RECOMMENDED ACTION Commissioners discussed cultural celebrations and special events that occurred in the City in the past, such as the 4th of July Fireworks at Glendale Community College, that had been discontinued and whether private funding could be used to restore the events or be used to sponsor new events in the future. Commissioner Carbello volunteered to research and develop a list of cultural celebrations currently held by the City and outside organizations. Commissioner Truelove recommended that the Commission collect demographic information to identify the ethnic groups in the Glendale community and what actions the City and others took to serve the groups. All Commissioners agreed to survey their district members and contact their Council members to determine the greatest needs in their own districts. d. ESTABLISHMENT OF COMMITTEES AND NOMINATION OF CHAIR AND VICE CHAIR Commissioners discussed the establishment of committees and the selection of a Chair and Vice Chair. Motioned by Commissioner Denise Flynn, seconded by Commissioner Samuel Hoerner to table consideration of the selection of a Chair and Vice Chair until a later date. AYE: Commissioner Emmanuel Allen Commissioner Allen Bartimioli Commissioner Kelly Carbello Commissioner Norman Cooper Commissioner Dani Estes Commissioner Denise Flynn Commissioner Samuel Hoerner Commissioner Ken Ihori

6 Commissioner Barbara Lentz Commissioner Mary O'Connor Commissioner Sandra Truelove Other: Commissioner Leonard Escudero (ABSENT) Passed e. SELECTION OF TIME/DATE FOR NEXT MEETING Commissioner Flynn requested that subsequent meetings be held beginning at 6:30 so that members who worked remotely had sufficient time to travel to Glendale. Commission members agreed unanimously to establish the meeting time as 6:30 p.m. to 8:00 p.m., the second Wednesday of the month. 6. STAFF REPORTS None 7. COMMISSION COMMENTS AND SUGGESTIONS Commissioner Cooper suggested reaching out to Commander Andre Johnson to determine if he could be of assistance in developing community-wide programs. 8. NEXT MEETING The next meeting was scheduled to be held May 9, 2018 at 6:30 p.m. 9. ADJOURNMENT Motioned by Commissioner Denise Flynn, seconded by Commissioner Samuel Hoerner to adjourn the meeting. AYE: Commissioner Emmanuel Allen Commissioner Allen Bartimioli Commissioner Kelly Carbello Commissioner Norman Cooper Commissioner Dani Estes Commissioner Denise Flynn Commissioner Samuel Hoerner Commissioner Ken Ihori Commissioner Barbara Lentz Commissioner Mary O'Connor Commissioner Sandra Truelove Other: Commissioner Leonard Escudero (ABSENT) Passed The meeting was adjourned at 8:30 p.m.

7 The Human Relations Commission meeting minutes of March 14, 2018 were submitted and approved this day of, Nancy Mangone, Recording Secretary

8 HUMAN RELATIONS COMMISSION REPORT MEETING DATE: 04/11/2018 FROM: Julie K. Bower, City Clerk PRESENTED BY: Nancy Mangone, Assistant City Attorney SUBJECT REVIEW OF DRAFT OF BYLAWS/PROCEDURES FOR CONDUCTING COMMISSION BUSINESS BACKGROUND RECOMMENDATION Draft Bylaws Attachments

9 1. ORGANIZATION 101. Chairperson GLENDALE HUMAN RELATIONS COMMISSION BYLAWS The Chairperson shall be appointed by the Government Services Committee of the City Council and preside at all meetings and hearings of the Commission, decide all points of order or procedures and perform the duties required by the city code and these bylaws. The Chairperson may not initiate motions but will vote on each issue Vice Chairperson The Government Services Committee of the City Council shall appoint the Vice Chairperson from among the appointed Commission members, who shall serve in the absence of the Chairperson. The Vice Chairperson shall be eligible for reselection Vacancy Vacancies on the Commission, created by any cause, shall be filled for the unexpired term by a new appointment by the Mayor and Council Committees/subcommittees The Commission may form subcommittees, at its discretion and as it feels necessary, on any subject pertinent to the matters being heard by and of natural concern to the Commission. These subcommittees shall be empowered to meet, make reports and advise the Commission on topics within the Commission s authority Preparation of Agenda. The Agenda for any upcoming regular meeting shall be prepared and circulated to the Commission at least 7 calendar days in advance. The Agenda for any upcoming special meeting shall be prepared and circulated to the Commission at least 2 business days in advance. Any Commission member can request an agenda be placed on the Agenda for discussion, consideration and possible action by the Commission. 1

10 2. MEETINGS 201. Regular Meetings Regular meetings of the Commission shall be held at 6:30 p.m. on the second Wednesday of each month unless there is no business for the Commission's consideration, and in that event, the Chairperson may authorize the meeting to be vacated Special Meetings Special meetings for good cause may be held by the Commission by call of its Chairperson or as may be scheduled by a majority of the members at any previous meeting. The manner of the call shall be noted in the minutes of the special meeting, and at least twenty-four (24) hours notice of the meeting shall be given to each member and to the public Commission Meetings and Study Sessions The Commission will comply with Arizona Open Meeting Law, which is currently memorialized at A.R.S , et seq. All meetings and study sessions of the Commission shall be properly noticed and open to the public, except for executive sessions Quorum The Commission is composed of fourteen (14) voting members and a quorum necessary for the transaction of business shall consist of at least seven (7) members of the Commission. The business of the Commission shall be transacted by the majority vote of members present, except as provided in Sections 305 and 401 or as required by law Attendance The City Council may, for any reasonable cause, remove any member of any board, commission, committee or advisory body. The absence of a member, except for ex-officio and non-voting members, from two consecutive regular meetings or from three regular meetings with a twelve-month period will automatically constitute reasonable cause for the removal of such absent member from the committee. If a member of the committee is removed pursuant to this section, the City Council, will, within a reasonable time, appoint a new member to fill the unexpired term of the former member. 2

11 206. Order of Business The order of business shall be as follows: a) Call to order. b) Approval of the minutes of the previous meeting. c) Citizen comments. d) New business. e) Staff Reports f) Commission comments and suggestions. g) Setting date/time for next meeting. h) Adjournment Abstention All members of the Commission shall comply with Arizona's Conflict of Interest Law, which is currently memorialized at A.R.S , et seq. Any member who believes that his or her participation in the consideration, deliberation, discussion, or voting on any matter before the Commission may give the appearance of a conflict of interest must abstain from participation in those matters after stating the conflict on the record. 3. OFFICIAL RECORDS 301. Definition Official records shall include Chapter 7 of the Glendale City Code, these Bylaws, amendments to the above and the minutes of the Commission together with all findings, maps, and other official documents Recording of Vote The minutes shall reflect material information but in all cases shall show the vote of each member on every question on which the Commission is required to act. The minutes shall also show which members are absent, which member abstains, and any statement any member may wish to make regarding the member's vote Retention of Records All minutes of Commission meetings, including copies of any written or electronic presentations shall be maintained in the Human Resources Department s files in accordance with the department's general file system. The secretary shall keep a permanent file of all minutes, reports, resolutions, notices, correspondence, or actions taken by the Commission and also make any other filings with the City Clerk or other City departments as may be required by City policy. 3

12 304. Public Record The Commission will comply with the Arizona Public Records Law, which is currently memorialized at A.R.S , et seq. All of the records of the Commission shall be public records, except for executive session materials, and shall be open to public inspection during customary working hours Recommendations The Commission may advise or propose a recommendation to the City Council which shall be in written form. A recommendation duly seconded and receiving a majority of affirmative votes of the quorum present shall be considered adopted for purposes of forwarding to Council. All recommendations shall be numbered consecutively and shall be made a part of the permanent records of the Human Relations Commission. 4. RULES AND AMENDMENTS 401. Amendment Procedure Amendments to these Bylaws may be made by the Commission upon the affirmative vote of a majority of the members present constituting a quorum, provided any such amendment is proposed at a preceding meeting, or is submitted in writing at a prior meeting of the Commission, and is noted in the minutes of the meeting. Amendments adopted as above shall become effective at the next regular meeting of the Commission Copy of Bylaws A copy of these Bylaws and any amendments thereto shall be placed on record in the Human Resources Department and the City Clerk within ten (10) days of the date of their adoption Parliamentary Rules All Commissions meetings shall be conducted in an orderly and fair manner which will serve to make for a clear record of the meeting. When any question of parliamentary procedure arises, reference may be made to Robert's Rules of Parliamentary Procedure but shall be resolved consistent with the first statement of this paragraph and these Bylaws. Objections to parliamentary procedure expire upon adjournment of the meeting. 4

13 404. Interpretation and Conflict These Bylaws are intended only to supplement Ordinances and Resolutions and not annul or abrogate any Ordinance or Resolution of the City of Glendale. The above Bylaws were duly adopted by the Human Relations Commission on day of,