DHRC Minutes and Attachments 1-2

DOVER HUMAN RELATIONS COMMISSION The Dover Human Relations Commission (DHRC) met on February 20, 2020 at 6:00 p.m. with Chairman Gaddis presiding. Members present were Mr. Fleming, Mrs. Herbert, Ms. Mullen (departed at 6:23 p.m.), and Mr. Rocha. Ms. Paige was absent. ADOPTION OF AGENDA Mrs. Herbert moved for adoption of the agenda, seconded by Ms. Mullen and unanimously carried. 2019 Annual Report to City Council Mr. Fleming moved to recommend acceptance of the Dover Human Relations Commission 2019 Annual Report to City Council (Attachment #1). The motion was seconded by Mrs. Herbert and unanimously carried. Discussion - Intake Form Mr. Gaddis referenced a previous Intake Form used by the Dover Human Relations Commission (Attachment #2). He stated he has some difficulty with a couple of aspects of the intake form. He noted that an intake form sounds like a complaint form and would like to turn it into more of a contact form that organizations can use to make themselves aware to the Commission and so that the Commission can make themselves aware to others. He suggested a statement go in there rather than just the complaint that they might submit. He noted they have the Interfaith Mission and many others that he is not totally aware of, but would like to find out who they are. Mrs. Herbert asked for clarification if the form would be an information form for the Commission to gather information about who is out in the community as opposed to someone who has a concern filling out the intake form. Responding, Mr. Gaddis stated they could change some of the wording in it so that it could act in two ways, if it is a complaint or they would like to make themselves known to the Commission unless members split it into two separate forms. Mrs. Herbert stated having to come into City Hall to get the form was a barrier. She asked if it would be possible for them to make a form that they could provide to service organizations for distribution to those in need, such as at a homeless shelter. She noted that she wants to make this available in the community, but only at places that actually serve the community. Mrs. Herbert felt that having people come in and explain what they do and what resources they have is invaluable. She advised that she did not know if the complaint form and the contact form can be the same because they have two different purposes. Mr. Gaddis, referring to the second page of the intake form, stated he would like to reverse the way that it is set up by having the Commission get the form first and then turning it over to the City Clerk’s Office. He noted that if they are to be a human relations commission, and if it is a human relations concern, they should get it first and then they can submit it to the City Clerk’s Office and whomever they need to submit it to. Referencing the Fraizer’s situation, Mr. Gaddis stated that if they had been told that it happened and had been given the information, it could have been directed right away to the State because it was a State issue. He stated by turning it over to the City Clerk’s

DOVER HUMAN RELATIONS COMMISSION MEETING OF FEBRUARY 20, 2020 PAGE 2 Office first for practical intents and purposes, they could be left out and were left out of the entire process, so he would like to see that reversed right off the bat. Mr. Rocha stated that the intake form going to the City Clerk’s Office makes it an official submission, but they just need to make necessary provisions that the next step is to go to members as opposed to the Mayor or City Council, so they get a chance to review it first and make necessary recommendations. Mr. Rocha stated he was not sure of the language in the City’s code or whatever specifies, but that more than likely it should happen that way and they just have to enforce that or make a recommendation that it does. Mr. Gaddis stated they need to double check the code in that particular regard, because it is called the City of Dover Human Relations Commission intake form, not necessarily the City of Dover. Mr. Rocha asked what the process was if something like this was to come into the City Clerk's Office, especially if it is placed under this form. He noted he believed those individuals who were concerned about Fraizer’s did submit a letter or email. Responding, Mr. Gaddis confirmed that letters were submitted because there was not an intake form. He noted that if the letters had not been emailed to DHRC members, they would not have known about the situation. Mr. Gaddis advised that they received the letters after action had been taken and that he was not disputing that the action worked and that it was proper, but they forgot that the Commission existed and it is time that the members make sure that they know they exist. Ms. Mullen asked how to prevent this from happening again. Ms. Mullen expressed concern that they were a commission with no power to do anything and that there is a disconnect between the City of Dover and the DHRC. She suggested that before they can move forward with a form, they have to be clear about how the two connect and communicate so that they do not feel like they are left out or looked over. Mr. Fleming noted the way the intake form is set up is good and that complaints and concerns should originate at the City Clerk's Office and to have the City Clerk’s Office start this form and then this tells what the timeline was and what they did to inform the Commission. He stated the City Clerk’s Office receives the form, they mail it, and they put it on the DHRC agenda for the next meeting. He stated he did not see anything wrong with this and they may need a separate document to do some of the things that Mrs. Herbert would like, but for a complaint, it was good. Mrs. Herbert asked if members thought having to walk into City Hall was a problem at all when someone is going to seek or using other services in the community, which includes Department of Social Services (DSS) and health and human services, where they have social workers that could help them fill out the form. She stated it was a drawback. Responding, Mr. Fleming said he did not think so, noting that if someone had a complaint and they wanted to move forward with it, then this would be an avenue to get it to the Commission, otherwise, how will they know that there is a complaint that someone is seeking remedy for.

DOVER HUMAN RELATIONS COMMISSION MEETING OF FEBRUARY 20, 2020 PAGE 3 Mrs. Herbert stated often when people come in to request services, they will mention something that members would determine is a complaint and they might feel more comfortable. She noted that she was not sure that people were going to feel comfortable walking in and saying they have a complaint or whether the City will have someone trained to take complaints. Mr. Gaddis stated that he would like to get permission to put the forms in different places. Mrs. Herbert stated that DSS and health services are places that people can go and get a chance to sit and talk with someone about an issue. She noted that in her work she has found that when someone was sitting in a private office with someone that they trusted, they tended more to express themselves. Mrs. Herbert stated that she is not opposed to people coming into City Hall, just that they need other options also. Responding to Ms. Mullen, Mr. Gaddis stated that the library sounds like a good, neutral place to have the form available. He advised that the first thing they have to do is make sure that people are aware that there is a Dover Human Relations Commission (DHRC) and that these forms are available. Mrs. Herbert stated that she and Ms. Mullen made a list of some of the types of organizations that could present their information to the Commission so members would know where to put the intake forms and provide them with copies. She noted that somebody may come into the library and say that they would like to have the forms, noting that she was sure the library has someone there that could accept the form and see that it got to the City. Ms. Mullen suggested letting the public know that there is an intake form using Dover TV. Mr. Rocha advised that Ms. Anne Smith, President of the Central Delaware branch of the National Association for the Advancement of Colored People (NAACP), would like to come and speak with the DHRC maybe at the next meeting in March and be placed on the agenda. Referring to the first page of the intake form, Mr. Fleming suggested adding a box for an email address. Mr. Gaddis stated that they could probably take out the fax and make that box big enough to put an email address in. Mr. Gaddis stated that Mr. Rocha emailed him a link of forms from the City of Philadelphia. Responding to Mr. Gaddis, Mr. Rocha stated that he converted the forms into Word documents so that members could make changes. Mr. Rocha noted it was extensive and thorough, but they probably would not need all the information they were asking for. Mr. Rocha noted that the City of Philadelphia had two forms, one was for the general public and the other one was for city employees. He noted members might want to think about that as well. Mr. Gaddis stated he wanted to continue this discussion at the next meeting, once members have the rest of the information and have time to think about it.

DOVER HUMAN RELATIONS COMMISSION MEETING OF FEBRUARY 20, 2020 PAGE 4 Mr. Rocha advised that he would not be at the next Dover Human Relations Commission (DHRC) meetings due to teaching a class in March and April. Mr. Rocha moved to continue the discussion of the intake form until they have a chance to look at the City of Philadelphia's current form and see how they may be able to modify it for their use. The motion was seconded by Ms. Mullen and unanimously carried. Proposed Revisions to DHRC Brochure - Mission Statement Mr. Gaddis stated it would be nice to have a full Commission for input on the DHRC Brochure - Mission stated and to be able to put all of the members’ names on the new brochure. Mrs. Herbert moved to table the proposed revisions to the DHRC Brochure - Mission Statement. The motion was approved by unanimous consent. Council Action on Strategic Plan 2020-2023 Mrs. Herbert stated the DHRC Strategic Plan 2020-2023 was presented to City Council during their regular meeting of February 10, 2020 and was approved under the consent agenda. Mr. Gaddis stated for future reference, he would like to add to every agenda any new business, announcements, or thoughts. He asked if any members had any thoughts they wish to share. Mr. Rocha noted that Ms. Paige and himself are becoming active with the NAACP and they are starting to think that there may be an opportunity for the DHRC to work together which is probably going to start when Ms. Anne Smith, President of NAACP, comes and addresses the Commission next month, if they add it to the agenda. He stated he is looking forward to the beginnings of fulfilling what they had established in their strategic plan. Mrs. Herbert stated she thought they had discussed, maybe a year a half ago, trying to have a community day or some kind of activity sponsored by the DHRC. She noted Ms. Paige was very interested. Mr. Fleming moved for adjournment, seconded by Mr. Rocha and unanimously carried. Meeting adjourned at 6:26 p.m. Alan P. Gaddis Chair APG/jt S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\Misc-Minutes\DHRC\2020\02-20-2020 DHRC Minutes.wpd Attachments Attachment #1 - Dover Human Relations Commission 2019 Annual Report Attachment #2 - Previous Intake Form used by the Dover Human Relations Commission

ATTACHMENT #1 Dover Human Relations Commission Meeting of 02/20/2020 DOVER HUMAN RELATIONS COMMISSION END OF YEAR REPORT FOR 2019 The DHRC met ten out of the twelve months of 2019. At the January meeting Alan Gaddis acted as Chairman. Also at this meeting, discussions to revise and update the 2015-2018 Strategic Plan were begun. These discussions continued through the meetings of March, April, May, June, July, August, October, November, and December. The February and September meetings were cancelled due to lack of quorum. At the March meeting, Alan Gaddis was elected Chairman. The June meeting was a workshop in the City Hall conference room which resulted in Commissioners pairing up to meet outside to deal with specific sub-sections of the Plan. Each of the six members had input and submitted their thoughts. The balance of the regular meetings involved discussions of each pair’s input, revising, correcting and finally approving each sub-section. The revised Strategic Plain for 2020-2023 was approved on January 16, 2020 for submission to City Council. The Commission has had three vacancies since before the January 2019 meeting. As Chairman, I e-mailed the Councilmen of Districts Two and Four requesting that they nominate potential new Commissioners. As of our latest meeting, these vacancies continue. Respectfully submitted on January 24, 2020 by Alan Gaddis – Chairman

ATTACHMENT #2 Dover Human Relations Commission Meeting of 02/20/2020 A. Intake Form Front Page THE CITY OF DOVER HUMAN RELATIONS COMMISSION INTAKE FORM Name of person or organization filing: (last name, first name, middle Home Phone: Business Phone: Fax: initial) 0 Mr. o Miss o Mrs. OMs. ( ) ( ) ( ) Street Address: City: County: State: Zip Code: Identify the contact person that the Commission should notify: Ust the name, address and telephone number of any person or organization that you believe should be invited to appear before the Commission to help resolve your concem: Summarize what has or will occur that has given rise to your concern. Use this space for a brief and concise statement of facts (who, what, where, when, why, how). Additional details may be submitted on an attachment. What relief or action is being requested? Completion of the following questions is OPTIONAL: Ethnicity: o Black o White o Hispanic o Asian o Native American o Other: Sex: o Male o Female Age: Nation of Origin: NOTICE: ALL DOCUMENTS AND TESTIMONY PRESENTED TO THE HUMAN RELATIONS COMMISSION ARE AVAILABLE TO THE PUBLIC AND THE PRESS. Signature: Date: This form was delivered to: (person) on (date), located at (address). This form was mailed to: (person) on (date), located at (address). -$-

A. Intake Form - Back of Page THE CITY OF DOVER HUMAN RELATIONS COMMISSION RECORD OF ACTION Case No. CITY CLERK ACTION: 1. On (date), the INTAKE FORM was received by the City Clerk's OffICe. 2. On (date). the concerns expressed in the INTAKE FORM were placed on the New Business section of the Agenda for the Commission meeting to be held. 3. On (date). a copy of the INTAKE FORM was mailed to members of the Commission along with the Agenda for the Commission meeting. 4. On (date). notice of !he date. time and location of the Commission meeting at which the concern(s) expressed in the INTAKE FORM will be considered by !he Commission was mailed to the following: a.) the party(ies) filing the INTAKE FORM; b.) !he interested party{ies) identified in the INTAKE FORM; and c.) the person{s) or entity(ies} who caused !he concern(s} to be raised. 5. On (date), notice of the Commission's final action was sent to the person(s) filing the INTAKE FORM and the other party(ies) listed on the INTAKE FORM. COMMISSION ACTION: 1. On (date), !he Commission decided it did/did not have jurisdiction over the matters set forth in the INTAKE FORM. 2. On {date}, the Commission considered !he matters set forth in the INTAKE FORM. 3. On (date), the Commission took the following action: -7-