DHRC PACKET

Dover Human Relations Commission Meeting Agenda January 17, 2024 - 6:10 p.m. City Hall Council Chambers 15 Loockerman Plaza Dover, Delaware Public comments are welcomed on any item and will be permitted at appropriate times. When possible, please notify the City Clerk (736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. OPEN FORUM - 10 Minutes Prior to Official Meeting (6:00 p.m.) The “Open Forum” segment is provided to extend the opportunity to the general public to share their questions, thoughts, comments, concerns, and complaints. Discussion of any item appearing on the agenda is prohibited during the Open Forum as an opportunity will be provided during consideration of that item. Citizen comments are limited to five (5) minutes. The Commission is prohibited from taking action since they are not in official session; however, they may schedule such items as regular agenda items and act upon them in the future. ADOPTION OF AGENDA ADOPTION OF MINUTES 1. Dover Human Relations Commission Meeting of December 19, 2023 OLD BUSINESS 2. Discussion – Objectives 3. Discussion - Intake Form revisions and locations 4. Discussion - Strategic Plan 2020-2023 NEW BUSINESS ADJOURNMENT BY 7:00 P.M. To assure that there will be a quorum, please RSVP by contacting the City Clerk's Office by email at cityclerk@dover.de.us or by calling 736-7008 as soon as possible. THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(E)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING.

Item 1. DOVER HUMAN RELATIONS COMMISSION The Dover Human Relations Commission (DHRC) met on December 19, 2023, at 6:00 p.m. with Chairman Gaddis presiding. Members present were Mr. Fleming, Ms. Paige, Ms. White, Ms. Hall, and Mr. Lott. Ms. Mullen and Mr. Simmons were absent. ADOPTION OF AGENDA By unanimous consent, the agenda was adopted as presented. Introductions Mr. Gaddis went around the room and had each Commissioner introduce themselves. Election of Commission Chairman Mr. Gaddis opened the floor for nominations for the Commission Chairperson. Mr. Fleming moved to nominate Mr. Gaddis to serve as the Commission Chair, seconded by Ms. White. There being no further nominations, Mr. Gaddis closed the floor for nominations. By unanimous consent, Mr. Allan Gaddis was elected to serve as the Commission Chair. Responding to Reverend Paige, Madam Clerk Bennett stated that the Clerk's office can do some research into what the committees were, and when there was a vice chair and not one. If they need that information for the next meeting, the Clerk’s office can have that available. Responding to Madam Clerk Bennett, Mr. Sudler stated that he remembers having a vice chair in the past. Discussion Responding to Mr. Fleming, Mr. Sudler, Council Liaison Member for the DHRC, stated that he believes that there are five specific objectives to be upheld. In addition to having meetings with the community, hearing their concerns to see how they could best serve the constituents, and resolve those matters within the DHRC. Mr. Sudler discussed the Commission having a Vice Chair, as he believes they have had one in the past and that he thinks that they have everything spelled out for them in their objectives. Mr. Sudler noted that the intake form has been reactivated and that it consisted of a fact-finding process. He was unsure if the fact-finding process had been reactivated as well. Mr. Sudler stated that his role is to assist the DHRC and to report their progress along with some of the tools that he believes the commission may need to be equipped with to adequately deal with any obstacle that may be in their way back to City Council. He believes that the main objective that City Council has for the DHRC is to hear the voice of the people, be responsive, and do all that they can within the Charter and underneath their mission statement. Responding to Ms. Paige, Mr. Gaddis stated that they were not even sure at that time whether the community understood that the DHRC was meeting at six o'clock. Mr. Gaddis believes that

Item 1. DOVER DHRC MEETING OF DECEMBER 19, 2023 PAGE 2 the meetings in the past were on a Monday but met at six o'clock. The other issue is that there was only a three to five-minute allowance given for community members speaking to the commission. Responding to Ms. Paige, Mr. Sudler stated that his understanding is that council has not specifically said what the DHRC can or cannot do. So, what he would recommend is for them to put together what they would like to do. He remembers that they had the outreach ad hoc committee. They would go into different communities to let them know that they were there and that the DHRC deemed that necessary. Mr. Sudler noted that they have seen the need through community meetings. So, in his view, he would recommend that they put forth what they would need to complete the objectives of the Human Relations Commission, which could be to have the outreach ad hoc committee reactivated, so that they can go to back to the Boys and Girls Club. Mr. Sudler explained that they had met at the Boys and Girls Club because it was easier for the parents. They have also used churches before as well. Responding to Mr. Gaddis, Mr. Sudler stated that in regard to the ad hoc committee, he believes it was the chairperson, and then they just had three or four committee members. There were no limitations on how many members there could be. Also, speaking of committee members, technically when they have nine members, if they have the majority, say five in one place, it is permissible. The Commission must notify the Clerk's office so that they can post a potential quorum and then they could be in one place with more than five commissioners. Responding to Mr. Sudler, Madam Clerk Bennett stated that if it were an actual meeting, then they would need an agenda and minutes to post. Ms. Bennett continued to state that she would need to go back and look at the code and look at how it was done previously with the ad hoc committee, because nothing had changed in the code. So, if Mr. Rodriguez interpreted it as that the commission could not be out in the community right now in the current code, she would say that it is still like that. Ms. Bennett explained that they need to figure out what needs to be changed and how that will look, because nothing has changed in the DHRC code in the interim. Madam Clerk Bennett noted that if Mr. Rodriguez had given them that interpretation before, then she would most likely say he would still say the same thing. Ms. Bennett noted that she had not looked at whether the DHRC can have meetings out in the community but that her department had not staffed a DHRC meeting before. Responding to Mr. Gaddis, Madam Clerk Bennett stated that they would have to disclose the potential quorum and that the City Clerk's office would need to post it on the calendar for the public. If there is an event that they are all at or if they all get invited to the same thing, then the Clerk’s Office would post a Notice of Potential Quorum. Ms. Bennett explained that they do not post a notice for parades and festivals. They would post one for an event such as “Meet the new DSU President” and it was at someone's home, if all of council was invited, they would post a Notice of Potential Quorum. The Clerk’s Office does not know if they are all even going to go but the fact that all of council were invited and could potentially go, they post the Notice, just in case five of them show up. Responding to Reverend Paige, Madam Clerk Bennett stated that three hours is what she would give them to change an agenda before a meeting. If it is an emergency and it is not a scheduled meeting, then that is different and is handled differently. If something has changed on the agenda, they can do it up to three hours before by law.

Item 1. DOVER DHRC MEETING OF DECEMBER 19, 2023 PAGE 3 Responding to Mr. Fleming, Mr. Sudler stated that according to the Clerk's Office, $3,000 is still the DHRC’s budget. Mr. Sudler noted that if they feel as though they need more, especially specifically for training, then these are the things that he is going to let council know. Mr. Sudler explained that he would recommend putting in an action form with that information on it. They could say, “I move that we ask counsel to set aside $10,000, for us for training, as we feel as though we need to help to anticipate, prepare for and relieve tension that may be arise from intergroup conflict.” Mr. Sudler continued to explain that then it would go to council, and they would then vote on it. He does not see City Council not honoring their request. Responding to Mr. Fleming, Mr. Sudler stated that he knew from the past that the DHRC has hired and outsourced their minutes taker. The minute’s taker came in, took the minutes, and then submitted it to the Clerk's Office for final review. For the record, as of right now, the Clerk's Office is graciously taking on the task as part of Team Dover. A minute’s taker was part of the $3,000 budget. Responding to Mr. Sudler, Mr. Gaddis explained that the meeting was being recorded through the City Clerk’s Office. Responding to Ms. Hall, Reverend Paige stated that she was unsure of what the training modules had cost in the past. Bishop Lott stated that they are going to have enough issues or situations that they are going to have to react to. He thinks that as the commission, they need to have those proactive things in place, so that they would have hands on in the community. Bishop Lott noted that these rules need to be revisited and need to be rewritten. He agreed with Reverend Paige when she said that they have to conduct community meetings in order to be able to adequately address problems long before they get to a point where there is some disruption that comes with the police department or other individuals. Bishop Lott noted that they need to have a strong presence in the school system as well as the community, since they are struggling with gangs. Chell Paul, Divided We Fall of Delaware, stated that she thinks that it is important for them as commissioners to understand, with this particular subject matter, that Reverend Page just brought up. It is very important to understand that in regard to meetings, constituents have to feel comfortable with the meeting places, so they will actually bring their concerns forth to be addressed. A lot of times the problem with coming to City Hall, to the chamber floor is that they fear retaliation. Although all individuals from council or local government from this local body may not be present, they have to understand that everything in this building is still recorded. So, people fear retaliation, whether it be from a code enforcement matter, a police matter, or any type of matter that they are bringing forth that may go against the agenda of the local government or against someone that they are complaining about within the local government. So, it is very important where the meeting places are at, and it does not have to be every single time that they have a meeting. Extend some meetings to where people feel comfortable with coming out to share their issues that they are having without fear of retaliation, where they can have freedom to be able to voice what their concerns are and what they are going through. Responding to Ms. Paul, Reverend Paige stated that when she first started on the commission, they did have a very large audience at meetings but since the constituents felt as if there was no

Item 1. DOVER DHRC MEETING OF DECEMBER 19, 2023 PAGE 4 protection for them, the fear took over and they stopped coming. They always had spotters come in and when the spotters came in, the community members that had issues of problems or situations came forward to address them. Responding to Reverend Paige, Mr. Gaddis stated that she had a good question about what protection the individuals did have, if they come and make a statement, and he did not have an answer for her. Responding to Mr. Gaddis, Bishop Lott stated that he thinks that if a person is coming forward with a complaint, then they do not just have to deal with them afterward. Far as protection, they should feel comfortable enough to go to someone that is in their district. So, when they come, the person that represents their district will be aware of it. They will just have common courtesy to make sure that their commissioners are aware of their situation or their complaint. Then that commissioner can take some measure to make sure that that person feels confident and safe, even if they come forward with some allegation. Responding to Bishop Lott, Reverend Paige stated that she thinks a lot of people are afraid to come forward because sometimes they have the officers in the audience ready to arrest them if they have a warrant or something. Responding to Bishop Lott, Mr. Fleming stated that there are far too many people out there who do not know what district that they live in. They do not know who their council member is, and they do not know about the DHRC. He has had calls over the last six months from people that were in trouble. They did not have this or that, or they were looking for help. He would ask them, “Well, which district do you live in?” They would have no clue, so it would be hard for him then to refer them to their council member so that they might be able to get some help. There are so many people that do not know whom to contact. Mr. Fleming recommended having a document drawn up that would give constituents contact information for their council members and DHRC members. He noted that he found it was difficult to help the lady because she was asking him questions that he really could not answer. Mr. Gaddis moved for adjournment, seconded by Mr. Lott, and unanimously carried. Meeting adjourned at 7:13 p.m. Alan P. Gaddis Chair APG/aw

Item 3. 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)  Mr.  Miss  Mrs.  Ms. ( ) ( ) ( ) Street Address: City: County: State: Zip Code: Identify the contact person that the Commission should notify: List 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 concern: 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:  Black  White  Hispanic  Asian  Native American  Other: ________________________ Sex:  Male  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).

Item 3. 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 the date, time and location of the Commission meeting at which the concern(s) expressed in the INTAKE FORM will be considered by the Commission was mailed to the following: a.) the party(ies) filing the INTAKE FORM; b.) the interested party(ies) identified in the INTAKE FORM; and c.) the person(s) or entity(ies) who caused the 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), the Commission decided it did/did not have jurisdiction over the matters set forth in the INTAKE FORM. 2. On ______________________ (date), the Commission considered the matters set forth in the INTAKE FORM. 3. On ______________________ (date), the Commission took the following action: _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________ _______________________________________________________________________________________________________

Item 4. City of Dover Human Relations Commission Strategic Plan 2020-2023 I. I INTRODUCTION The establishment, purpose, powers and duties of the City of Dover Human Relations Commission (hereinafter, “the Commission”) are provided for in Part II of the Dover Delaware Code of Ordinances Chapter 58-Human Relations, Article II Human Relations Commission. Broadly representative of racial, religious, gender, and ethnic groups residing in Dover, the nine volunteer members of the Commission are all residents of the City of Dover. They are appointed by the president of the Dover City Council, based upon recommendations from and subject to confirmation by the Council. The Commission began a strategic planning process to define its strategy, focus and direction for the years 2020-2023. This has evolved into a revised Strategic Plan for the years 2020-2023. In developing this phase of the planning process the Commission, based upon the first phase, has organized its objectives around the components of its mission, its commitment to competency, transparency, public accountability and in accordance with the aforementioned Ordinance. II MISSION The Commission is committed to a philosophy of inclusion, intergroup cooperation and fair treatment. It works to ensure that the City of Dover has and utilizes policies, programs, ordinances, organizational practices, specialized resources and appropriately trained employees to support diversity, inclusion, and cultural competency. By involving all segments of the community, the Commission promotes an understanding of and an appreciation of the benefits of diversity, inclusion, cultural competency, and positive intergroup relations among the City’s diverse residents. It also advocates for an environment of fairness and respect. The Commission works with the City Council, the City Administration and community organizations to enhance intergroup relationships, to eliminate discrimination, and to

Item 4. anticipate, prepare for and resolve incidents of intergroup conflicts and disputes within the city. IIIVISION The Commission’s vision is a city whose government, organizations, groups, and individual citizens value diversity, inclusion, respect, and trust. Mission Component: A. Work to insure that the City of Dover has and utilizes policies, programs, ordinances, organizational practices, specialized resources and appropriately trained employees to support diversity, inclusiveness, and cultural competency in its organizations and services. Objectives A.1 Promote and develop an environment of fairness and respect among its citizens. A.2 Develop ways to measure and monitor community relations, particularly those that are sources of intergroup conflict. A.3 Involve all segments of the community in understanding and appreciating the benefits of positive intergroup relations. A.4 Research a range of programs and services that will help its residents and neighborhoods prevent and/or resolve issues of human relations. A.5 Research ways of anticipating, preparing for, and relieving tensions arising from intergroup conflict. A.6 Build a strong partnership with the Dover Police Department to identify additional human relations approaches and lessons that can be integrated into the Dover Police Department’s ongoing Community Relations strategy. B. Promote equal opportunity and prevent discrimination by advocating for understanding, for an appreciation of the benefits of diversity, for inclusion, and for positive relations among residents to encourage an environment of fairness and respect. Objectives:

Item 4. B.1 Assess how the community of Dover is organized and identify organizations, churches, fraternities, sororities, and other organizations with whom the DHRC should establish relationships. B.2 Provide a report to the DHRC Chair to be incorporated into the Chair’s Annual Report to the Dover City Council to include the current state of diversity and inclusion within the Dover communities. B.3 Identify, support, and participate in and create programs and events within the City of Dover which celebrate its diversity and promote greater understanding of issues, concerns, and needs of our diverse population. C. Work in partnership with members of City Council and the City Administration to collaborate with other organizations to strengthen intergroup relationships to eliminate discrimination and resolve incidents of intergroup conflicts within the city. Objectives: C.1 Develop a means such as an intake form, written complaint or a verbal complaint in order to determine when a diversity, inclusion, and/or human relation issue exists, and establish a process for receiving and responding to complaints and take action to resolve or improve the situation. C.2 Develop a procedure with the State Human Relations Commission to delineate the roles and responsibilities of the two Commissions in order to resolve alleged discrimination complaints. Determine which complaints fall within the jurisdiction of either the State or City Human Relations Commission. C.3 Review the City of Dover’s Code of Ordinances and make recommendations to Dover City Council that will improve the city’s effort to eliminate discriminatory behavior. C.4 Research and design plans for monitoring intergroup conflict and for responding to community conflicts and disruptions within the City of Dover.

Item 4. COMPETENCY TRANSPARENCY AND ACCOUNTABILITY D. The Commission is committed to acting with a high degree of competency, transparency, and accountability both to the Dover City Council and to the community. Objectives D.1 Establish regular two-way communication between Council and the Commission to review and affirm the Commission’s Strategic Plan and activities regarding diversity, inclusion, and human relation issues that may be particularly critical or relevant within each City Council District. Each Council District representative will recommend individuals to serve on the Commission as vacancies occur. D.2 Improve community awareness of the Commission and provide a better understanding of its role through the use of a brochure, the media, and the internet. A link to Dover, Delaware Code of Ordinances, Chapter 58 - Human Relations, Article II. - Sec. 58-36 Powers and Duties should be made available to the public on the DHRC web page. This will give citizens a clear idea of the Commission’s authority. D.3 Research and recommend to the City Council, the City Administration, and members of the Commission a program that provides greater understanding of diversity, inclusion, human relations issues and conflict management. This will strengthen skill in dealing with these issues. D.4 Provide due notice and access to the public by conducting all meetings in accordance with the Delaware Freedom of information Act (FOIA) and City of Dover procedures. D.5 Beyond the City’s Budget line, the Commission may identify and seek funding from other sources to more effectively carry out its responsibilities. V. IMPLEMENTATION AND ORGANIZATIONAL STRUCTURE Once the Commission adopts these proposed strategic objectives the Commission will develop and implement specific work plans for each strategic objective within the assigned year or years. These work plans will include priorities and initiatives. The Dover Code of Ordinances centralizes decision making at the Commission level. However, it is suggested that a functional committee structure be utilized to move these strategic objections into actual performance.

Item 4. In order to respond to an emergent human relations issue that may not be identified in this plan, the Commission may from time to time create afunctional committee. Such committees are intended to convene, and make recommendations for action to the full Commission; and, then disband when they are no longer relevant or needed. Actions History 02/10/2020 - Approved by City Council 01/16/2020 - Revised by Dover Human Relations Commission 10/13/2014 - Approved by City Council 09/23/2014 - Introduced at Dover Human Relations Commission 09/08/2014 - Draft prepared by Eugene B. Ruane, City of Dover Human Relations Commissioner