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2017-11-28 Minutes
NewHanoverCounty/CityofWilmington CommunityRelationsAdvisoryCommittee November28,2017 5:30PM LordSpencerComptonConferenceRoom 102N.3Street rd Wilmington,NC28401 CommitteeMembersPresent: KristenMcKeithan,LoriWainright,JeffHovis,EvelynBryant,OwenWexler,WalterSamuels,MelanieFrank andEmilyCottrell CommitteeMembersAbsent:FlorenceWarrenandBrendaSwartz Staff:ErrisDunstonandSuzanneRogers Others:PennySidburySpicer,CityClerk,CityofWilmingtonandMeredithEverhart,DeputyCityAttorney, CityofWilmington I.Quorumestablished.MeetingcalledtoorderbyChair,OwenWexler II.Approvalofminutes: JeffHovismadeamotiontoapprovetheminutesforSeptemberandOctober2017withcorrections. Melaniesecondedandmotioncarried.Correctionsinclude:October28,2018to2017;correctspelling offollowingnamesthroughoutbothdocuments:OwenWexler,MelanieFrank,andJeffHovis.September minuteschangeIII.b.5.to?ľ◘▓▓╜ĊĊśśnotbeingasinvolvedwiththecommunityasitshould.. III.Comments: PennySpicerSidbury,CityClerkandMeredithEverhart,DeputyCityAttorney,spokewiththeCommittee abouttheOpenMeetingsrequirementsandPublicRecordrequirementsforboards,committees,and commissions.Ms.SpicerSidburyandMs.Everhart,specificallypointedoutthefollowing: ThereisanattendancerequirementfortheCommittee;anymemberwhomissesthree consecutivemeetingswithoutanacceptableexcuseshallberemovedfromtheCommittee. AttendancerecordsandnoticeofunexcusedabsencesshouldbereportedtotheCountyorCity Clerkbystaff. MeetingsoftheCommitteeareopentothepublicandnoticeofmeetingdate,timeandplace mustbeprovidedtothepublic.TheCityClerkmustreceiveinformationofmeetingsatleast48 hoursinadvance.TheCityClerkisresponsibleforpostingnoticesonrequiredplatforms. Meetingsofsubcommitteesinwhichthenumberofmembersconstituteaquorumofthe CommunityRelationsAdvisoryCommitteearesubjecttotheopenmeetingslaws;and,assuch, mustbeadvertisedinaccordancewiththepublicnoticerequirementsdescribedabove.Itis advisabletoestablishandpostmeetingdates,timesandplaceforsubcommitteemeetingsthat areaccessibletothepublictoavoidanyappearancethatasubcommitteeisconductingbusiness oftheCommunityRelationsAdvisoryCommittee. TheCommunityRelationsAdvisoryCommitteemustabidebytheRulesandProceduresforBoards andCommissionsestablishedbyCityCouncil.AcopyisavailablefromtheCityClerk. TheCommitteeshouldfollowthebylawsestablishedfortheCommitteeandtheresolutionthat formedtheCommitteeinconductingbusinessandplanningactivities. Emails,voicemailsandtextmessagespertainingtoCommitteebusinessarepublicrecordsand subjecttotheFreedomofInformationAct(FOIA). EthicsclassesareavailableformembersofBoardsandCommissions.TheCityClerkwillhelpget membersaccesstothistraining. TherearethreesubcommitteesestablishedbyResolutionfortheCommunityRelationsAdvisory Committee.Belowisthecurrentmembershipforeachsubcommittee: Program:LoriWainright,Chair;EvelynBryant,EmilyCottrell,KristenMcKeithan PublicEducation:JeffHovis,Chair;EmilyCottrell,KristenMcKeithan,FlorenceWarren CrisisManagement:MelanieFrank,Chair;WalterSamuels,OwenWexler,LoriWainright rd LoriaskedstafftofindameetinglocationfortheProgramSubcommitteetomeetonthe3Tuesdayof eachmonthat4:00pm.Otherchairpersonswillcontactstafftofindbesttimeandplaceformeeting schedules. IV.ActionItems/Followup Surveydeadlineandnextsteps: TheonepagesurveyclosedonNovember14.Acompilationofresponseswaspassedouttomembers. DiscussionensuedaboutextendingthesurveydeadlineandalsoiftheCommitteeshouldexploreamore rigoroussurveywithUNCWSocialScienceAppliedResearchCentertoensureamorerepresentativeand focusedindicationofcommunityopiniononissuespertinenttothe/◘▓▓╜ĊĊśś?ℓmission.Therewas consensusthattheProgramCommitteewouldfollowuponmeetingwithUNCWandreportback.Staff willhelparrangethemeeting.Othercommentsofferedinclude: Walter?needtogettoworkonsomeoftheseissues(referringtothehandout),weneedstrength andcredibility Lori?HowdoweidentifyneartermissuethattheCommitteeshouldfocuson? Jeffisapossibleprojectpubliceducationabouttheprocessandrequirementsfornotificationof cityandcountyzoningchanges(referringtothehandout) Walter?anotherissueisthefactwehave6lowperformingschoolsintheCity. Emily?whendeterminingwhatissuetoworkonneedtoalsothinkabouttheendgoal Kristenmadeamotiontoextendthecurrentsurveythroughtheendofthecalendaryear.Emilyseconded andthemotioncarried. DebriefMeet&Greet: ThememberssharedwhatwentwellwiththeOctoberMeetandGreetaswellassomethingsthatcould beimprovedupon.Belowarecomments: ShouldhavehadanoverviewoftheCommunityRelationsAdvisoryCommitteepurposeand structure Noneedforcommitteereportsatthemeetandgreet Caughtsomefish,needtogobackwithabullet UseaPowerPointtoshowCommitteeStructure,Visionstatement,etc. Followupwithattendeeswithathankyounote Thesetupfeltlikeapaneldiscussionwithcommitteemembersseatedatheadtable,suggesta roundtablesetuptofacilitatediscussion Moremixingwithattendees,moreoneonone Thereweresomepeoplethattalkedoverothers,interrupted Communitymemberspresentwerereceptivetothemeetinganddiscussion ThelocationatMLKwasgoodaswasthecommunityattendance Diverseattendees LackofindividualreceptivenessamongCommitteemembers Moreminorityandyoungpeopleinattendancewouldbegood Goodideatogooutinthecommunitytodifferentlocations Weareadvocatesnotlegislators SetthenextMeetandGreettimeandplace: TherewasdiscussionaroundsettingadateforanotherMeet&Greet;reasonstoholdanothereventare toestablishcredibilitywiththecommunityandtobeaccessibletothecommunity.Additionally,theMeet &Greetsendsamessagethatthecommitteewantstolistentothecommunity.Selectingatopicorissue tofocusonatthemeetingwasdiscussed.Promotingtheregularmeetingsastheopportunityforpublic commentandcommunityengagementwasalsodiscussed.Theconsensusofthememberswastoaskthe Programsubcommitteetofurtherexplorefuturemeetings,includingtopicsanddesignandmake recommendationstotheCommittee. Evelynmovedapprovalofthe2018meetingdatesandthatnomeetingwillbeheldinDecember2017. Lorisecondedandthemotioncarried.MeetingswillbeheldonthefourthTuesdayofeverymonthat 5:30pm,withlocationtobedetermined. V.CommitteeReports LorireportedoutfortheProgramSubcommittee.LoriandEvelynmetanddraftedasummaryofthe CommunityRelationsAdvisory/◘▓▓╜ĊĊśś?ℓactivitiesoverthelastyear.Inaddition,Emilyreportedon conversationwithNHCSaboutdistributingCRACBrochures.Shehasobtainedpermissiontohavethe brochuressenthomewitheachofthe26,000studentsand/orplacedinofficeateachschool.Staffwill findoutthecoststoprint26,000copiesofthebrochureandreportbackiffundsareavailable. WaltermadeamotionthatSubcommitteechairsserveonExecutiveCommittee.Therewasdiscussion abouttheroleoftheExecutiveCommitteetoworkwithstafftopreparetheagenda.Walteraskedthat theagendaincludeOldBusinessandNewBusiness. OwenreportedonameetingthatheandEvelynattendedattheinvitationofWPD.Atthemeeting,which includedcommunityleaders/stakeholders,WPDandtheDAannouncedtheInjunctionsprohibiting24 knowngangmembersfromgatheringinCreekwoodandothercommunities.Waltermadeamotionthat staffinviteDeputyChiefDonnyWilliamsand/orsomeonefrom5!?ℓofficetothenextCRACmeeting. Melaniesecondedandthemotioncarried. Emilymadeamotiontoadjournthemeeting.Jeffsecondedandthemotioncarried.