MINUTES OF THE GILBERT HUMAN RELATIONS COMMISSION SPECIAL MEETING FOR A RETREAT

SATURDAY, JULY 22, 2006 AT 7:30 A.M.

MUNICIPAL CENTER
ROOM 300, 50 CIVIC CENTER DRIVE, GILBERT.

MEMBERS PRESENT: John Meza, Tami Smull, Julius Cherry, James Gibides Jr., Michael Gulyas Sr., Omar Hameed, Teresa Huang, Isabela Huin, Cheri Jarvis, P J Sessoms, Iven Wooten.

MEMBERS ABSENT: Christine Kyselka, Gilbert Honeycutt, Steve Galas, Alysson Abe, Menyon Abraham-Scott, Marvina Baldwin, William Jefferson

OTHERS PRESENT: Assistant Manager Skocypec, Councilmember Crozier, and Lance Decker, Facilitator.

Continental Breakfast and Conversation – 7:30 a.m.

Chair Meza called the meeting to order at 8:00 a.m.

Welcome and Opening Comments
OPENING COMMENTS

John Meza, Chair of the Human Relations Commission welcomed participants and indicated that this session would focus on communication, relationships and team building and action planning for the next year. Through these discussions, members will gain a better understanding of their roles and responsibilities while serving on the Commission. John then introduced Lance Decker who was engaged to plan and facilitate today’s meeting.

Lance reviewed the agenda for the meeting and the session objectives that included:

- To invite participation from people interested in the Human Relations Commission
- To assess Commission applicants’ skills, abilities and talents in anticipation of specific assignments
- To initiate a broad-based mission and vision process

Administrivia and Instructions

ICEBREAKER EXERCISE

The participants were asked two questions. The first was “where were you raised” and The second was “what do others need to know about you to improve their communications with you-” The following were their responses.

John Meza, Chair
- Phoenix born and became a Mesa police officer.
- Has 20 years in law enforcement.
- Has lived in Gilbert 4 years.
- Council relies on us and trusts us to communicate our information and concerns to them. They have confidence in us and will come to us when they have questions.
- The best way to communicate with John is informally. “Tell me what you think and we’ll get things done.”

Tami Smull, Vice-Chair
- Grew up in New Mexico in a town without a whole lot of cultural activities, but there was lots of diversity.
- After college Tami spent 30 years in financial services.
- Tami now works for the Salt River Pima Maricopa Indian Community as a change agent charged with supporting organizational change.
- Tami is passionate about her vision of the HRC.
- Gilbert has a sense of community and she wants to make that sense stronger.
- Take responsibility for actions.

Julius (Jules) Cherry
- Born in 1929 and raised in Gary, Indiana.
- Recent family reunion gave him pause to reflect the size of his big family.
- Jules is a political activist.
- Occupation as a senior buyer for Hughes Helicopter.
- “I will pick out to what I want to respond.”
- Jules is interested in diversity and because there are now quite a few Blacks in Gilbert, he would like to create a Black organization that will sponsor and hold events.
- Would be preferred to be referred to as a Black American rather than an African American.

James Gibides Jr.
- Born and raised in Syracuse, NY.
- Was a police officer, and then moved to the Phoenix area and became the Bank of America chief of executive protection.
- Is now a DPS patrol officer.
- “I’m as nice as people will allow me to be”.
- Holds a Master’s in Public Administration from Western International.
- Likes to put people together and his objective is to put people together.
- Enjoys working on special events such as the Festival of Arts, Octoberfest, Cinco de Mayo, Black Heritage and other events.

Michael Gulyas Sr.
- Raised in San Diego.
- Worked in military and law enforcement for 30 years.
- Currently working for Gilbert CERT.
- Mike is an HOA manager and on the HOA Board.
- He would like to become affiliated with the House of Refuge East.
- He is open-minded which means that he can be a good problem solver.
- Mike approaches people through the eyes of a child; treats people as he wants to be treated.
- He sees Gilbert as one big unified group of people.
- “I hug people.”
- Mike said that he grew up with bigotry and he hopes to make sure that this is not the situation in his current community.
- He wants to work on community issues and get more people involved
- Mike likes to solve problems and look for resolution.
- HOA’s need to get along with their residents.

Omar Hameed
- Born in Pakistan and moved to Chicago with his family when he was a child.
- The family moved the business to Phoenix along with three other families.
- Omar would like to see the Town of Gilbert become a model city for quality of life and diversity
- As a resident living here in Gilbert, he wants to be available to get feedback from others.
- Omar strives to focus on quality of life in Gilbert.

Teresa Huang
- Teresa is from Taiwan, although her parents were from China.
- She moved to Mesa in 1990.
- In 1995 Teresa built a house in Gilbert.
- First impression of Gilbert was that you could buy more house here that you could buy in other places.
- Teresa brought many friends to Gilbert.
- The best way to communicate with her is more group discussion, both in and outside of meeting.
- “We should hold gatherings that are outside the formal meetings. We must first communicate with each other, and only after that, communicate with the Community.”

Isabela Huin
- Isabela is from Romania, but also lived many years in France.
- She moved to California in 1986 and taught French.
- Isabela moved to Arizona and is involved in real estate.
- “I am a listener. It is premature of me to formulate a goal for the next three years. I must learn more about the group and the mission. I want a group that is functional and is working harmoniously.”

Cheri Jarvis
- Cheri was born in Utah and lived in the West all her life.
- She has been on the Commission since it started.
- Cheri wants to do something positive for the Town.
- She wants a recognition of where we are and where we came from in terms of the Commissions mission.
- “I don’t want to hear about the Devil Dogs.”

P J Sessoms
- PJ is from Philadelphia.
- She has lived for 23 years in Tempe, but works for the Gilbert Public Schools where her interest in Gilbert HRC is generated.
- PJ has an “east coast” perspective.
- She sees Arizona as a “tad archaic, too slow; culturally lacking and just not enough of anything.
- She also says that Arizona has beautiful countryside but sees residents as not using that countryside well.
- “We’ll destroy the land if we’re not careful. I don’t want to see things overused.”
- She wants to see more connection between the school district and the Commission.

Iven Wooten
- Iven was raised in Tennessee.
- He was in the military, which is why he found his way to Williams AFB.
- He retired and went back into law enforcement.
- Iven moved to Gilbert.
- “Immediately we should develop a short range plan to get the Commission more focused.”

Dave Crozier
- Dave was born in Salt Lake, but lived most of life in Gilbert.
- He wants to speak softly and from the heart.
- Dave wants the group to be something that the Council can go to find out what’s going on, and get advice.
- He sees examples of places where the HRC can make a difference, like the County Islands controversy. Could the Commission take on the challenge of County Islands-

Marc Skocypec
- Marc has Ukrainian heritage.
- He was born and raised in Chicago (South Holland) and took his undergraduate education at Augustana College.
- Marc did his graduate work at Texas A&M, worked in Texas for his first few city manager jobs, and then took the managers position in a small town in Connecticut
- The city in Connecticut was chartered in 1708 so things didn’t change much over the short term. “…we did it that way for the past 200 years so we can do it that way a little longer.”
- This community served as the repository for all land records dating back to “meets and bonds” types of surveying.
- Marc wants the Commission to decide what it wants to do, then allow him to help the Commission accomplish those things.
- He likes to facilitate things
- Hopes to help the Commission become efficient. His challenge is to help the Commission become focused.

WHAT DO WE KNOW ABOUT OUR BUSINESS-

WHAT BUSINESS IS THE COMMISSION IN-

Participants were asked to identify the business of the Commission. The following are their responses:

- We are in the business of valuing everyone
- Working with the people and humans
- Bring understanding to human beings
- We are in the business of advising
- Sharing everybody’s experiences
- Advisors to the Council
- Customer service and problem resolution
- Advisors to the council to enhance the quality of human relations
- Diversity
- Advocates for a strong, diverse community, and we advise on how to do it
- Strengthen the missions
- Advisors to the Council, and advocates for diversity within the community
- Communications business
- Promoting and educating the importance of diversity
- Expanding people’s understanding of differences

COMMISSION MISSION AND VISION: ADVISORS OR ADVOCATES-
THE ISSUE DEVELOPMENT PROCESS

As part of the meeting procedures, participants were asked to use the following discussion process so that all could have an equal voice … and no one would dominate the conversation.

Driving Question - One person with a good understanding of the issues is asked to describe, in two minutes or less, the particulars of the topic. During this period, he/she will introduce us to the issue, illustrate why this issue needs attention, and give the group an initial starting position for discussion.

Discussion - Participants are asked, “Who has a different position than the one just posed-” With that, others who may hold strong opinions can provide alternative points of view as to what is “at issue” and the kinds of actions that might advance the organization or resolve controversy. At this point there is no debate… just presentation of opinions about the topic and direction that might be appropriate.

Questions and Concerns - When all participants have had an opportunity to describe the issues in their own terms, then a second round of discussion can occur that focuses on questions and concerns. Having listened to the differing opinions surrounding the topic or issues, participants are encouraged to raise questions and identify any concerns they may have about any of the recommendations presented by others. Again, debate is not an appropriate format at this point. Simply state the question and listen to the answer. Make a comment directed toward the issue; do not make comments that would be perceived as personal attacks on other policy-makers.

Alternatives - Once all participants have had an opportunity to speak, the group is challenged to summarize what they heard, and propose any alternatives that have not yet been suggested. Hopefully, through this process, new ideas and different possible solutions may have come to light that can overcome concerns and help the group reach a better recommendation. Again, individual debate should not be encouraged. Simply state the alternatives and the benefits from that alternative. It is unnecessary to disparage the recommendations or suggestions of others.

Decisions / Recommendations / Possible Actions - It is time to debate! When stating why one alternative is better than another is, avoid comments that would be overly contentious or individually provocative. Personal attacks directed toward the wisdom of another’s suggestions are not productive to the decision, and will extend and delay a decision. Challenge the group to state what actions they believe would be collectively supported and resolve the issue. “What actions will we take… or decisions might we make… to resolve the controversy or address the topic-”

Using this model, the group generated the following information, recommendations and directions.

SUBSTANTIVE COMMENTS

Activities and Events

Participants were asked to identify the key projects and events on which the Commission invested its time. The following were their responses:

- Dialog Circles
- MLK Celebration
- Hispanic Heritage Celebration
- Global Village Festival.
- Forum on Race Relations
- Complaints about diversity came from the community and the Commission provided a conduit to connect folks to the right people
- Commission helped resolve issues
- Rumors were researched and corrected
- Commission / Council relations have dramatically improved.

Dialog Circles – Impact on religion in the community; diversity of religion in the schools.

Events - Took ownership of the MLK Celebration; two years ago we held an Hispanic Heritage Celebration (two years running); partnership with Town officials and the Arts Board and the Sister’s Cities Commission to hold a broader MLK Day; human rights is the issue; be more inclusive by holding a Global Village Festival.

Beyond events – Forum on race matters in partnership with other EV cities; televised; after that event and the comments, by the end of the evening there were strong bonds created. Identifying miracles through the efforts of the Commission.

Complaints about diversity came from the community and the Commission provided a conduit to connect folks to the right people; help resolve the matter; we were an objective party that did not bring a negative perspective.

Rumors that the gangs were starting, again, and the Commission held a meeting to present the facts that this was an inaccurate rumor. Media interviewed Larry Morrison and through that interview, the rumor was resolved.

Commission / Council relations have dramatically improved.

We hear presentations from different groups. Even when we do not take action, we listen and consider. We will advise and recommend, too. We keep things out in the open and are good at listening and considering.

Break

What do we want to achieve in the next three years-

COMMISSION GOALS

What are our specific objectives for the Commission-

Participants were asked to identify the Commission’s goals. The following were their responses:

Recruit participants in HRC activities
- News, media, HOA’s, special interest councils.

Increase community input into the HRC
- Diversity dialogs
- Circles on a regular basis
- Educational events

Get teens and high schools involved
- Peer pressure can be a power influence for both good and evil

Maintain and promote the small town feel
- Sense of community
- A great place to raise a family
- A great place to live

Diverse participation in community life; making sure that we get diverse participation in all Town activities.
- Outreach
- Education
- Marketing

How will we achieve these objectives- How will we communicate and work with each other-

OBLIGATORY VS OPTIONAL ACTIVITIES

Participants were asked to identify those activities that the Commission believes are required or obligatory. The following were their responses:

Hold Monthly Meeting = All

Sponsor Events = MLK Breakfast; Gilbert Global Village Festival; and Hispanic Heritage

Support Events = Gilbert Days; Congress of Neighborhoods Newcomers Social four times a year; July 4th Celebration; Constitution Week;

Connect with the public schools = Gilbert Global Village Festival; speakers bureau from various places to promote with the schools and teachers; diversity training that reaches beyond the schools; develop a “kit”

Participants were asked to identify those activities that the Commission would like to undertake but are not required. The following were their responses:

Research = Put a question into the Town survey regarding diversity; assessment of the diversity of the boards and commissions; have HRC member go through Gilbert Leadership (sponsorships and scholarships); people with disabilities; etc.

Community Communication = Reaching out through presentations by the Commissioners; HOA’s; agencies; develop a plan for responsiveness to questions and challenges; Community Access Channel; Blog on Internet; website.

WHAT TIME-BASED RESOURCES ARE YOU WILLING TO COMMIT-

Participants were asked to identify the time, outside of normal monthly meetings, that they would be willing to contribute to the Commission’s work. The following were their responses:

Name Average hours per month
Cheri 6
Mike 10
Jim 4
Omar 3 depends on the project and the time of the year
Isabela 32
Teresa 5
Iven 6
Tami 15
Dave 4
Julius 10
John 8

Participants were asked to identify projects that would be of interest to those who were not in attendance. The following were their responses:

Menyon MLK Breakfast
Marvina Hispanic Heritage; Dialog Circle; and Educational Series
William General Support of Many Events
Christine MLK
Alli (new)
Steve
Gilbert (new)

A VISION OF SUCCESS

Participants were asked to identify the features of success that they would see in five years after they have put their talent to work in the Commission. The following were their responses:

- Gilbert Global Village Festival is an event that people from all over the country talk about.
- New Council member from the town was a former HRC member.
- HRC is viewed by the Community and the Council as a valuable resource connecting the two.
- All county island communities are incorporated.
- HOA’s are now much better than they were.
- Every member of the HRC can tell stories about miracles.
- Gilbert “smell” is gone. (Dairy)
- More diverse representation among the governmental groups and agencies.
- It’s been several years since the HRC has had to deal with burning issues.
- Economic development of Gilbert has increased population to 250,000 and the HRC has a more complex task.
- Gilbert model is emulated by others. Gilbert is recognized internationally as a leader in diversity.
- Town Council is in touch with matters of human relations that promotes understanding, fosters solutions, and values diversity.
- Gilbert is still the fastest growing city in the US.
- Education and school district.
- Even with the growth, we hold family oriented feelings.
- Town Council and Mayor have been recognized and the Mayor has been appointed to the MAG…
- Gateway Airport is now a nationally recognized airport supporting Sky Harbor…provides more opportunities for minorities.
- Gilbert’s higher education system is diversified and has a better reputation than other Community Colleges; greater variety of options.
- Job growth, education, leisure and culture… opportunities for more people to do things and the diversity that follows. People don’t just want to survive, the want to thrive.
- Success means that new members of the HR Commission have to seek information from historians about the term Devil Dog.

RECOMMENDATIONS / DIRECTIONS

It is hard for groups to make final decisions during an intense but relatively short planning session. Decisions in the table below should be labeled “tentative” and one of the short-term action plan items should be to confirm these decisions at a follow-up meeting. The following statements were made by participants as potential directions for the Commission.

- Ask the Council what we should do when there is a situation that needs to be addressed by the Commission, but that is not acknowledged by the Council.
- Use the “staff model” that Dave C recommended to the group in communicating with the Council.
- Be able to meet with our Council liaison to seek guidance on how best to present issues and situations to the Council.
- The Commission needs to be candid and honest with themselves and to the Council, but we might want to have a discussion to better understand the situation.
- Questions regarding communication probably involve format rather than substance.

PLANNING FOR ACTION

Action planning is a technique for creating concrete results from meetings. The first column describes the action or activity that must take place. Focus on deliverables like specific reports, outcomes from projects, decisions made, or actions completed.

The second column determines who, specifically by name, will make sure the action or deliverable gets done. They do not necessarily have to do the work themselves, but just need to be responsible for seeing it’s done. Do not use titles, committees or “all of us” in this box… as a way of spreading responsibility. “When everyone is responsible… no one is responsible.” When a person’s name is in the box, they will feel personally responsible, and get the work done.

The third column is the delivery date. This should not be the date the activity will begin… or the date something will be in process. This should be the date when all work is completed, and the deliverable is submitted. This date should be when you can erase the action from the plan.

WHAT WILL BE DONE- WHO WILL DO IT- WHEN WILL IT BE DONE-

Hold monthly meetings
- Develop policy
- Study issues
- Review reports and Town activities

Deliverable - Schedule and curriculum for each meeting
John Meza
Marc 9/6

MLK Breakfast

Deliverable – Action Plan Menyon
- William
- Christine
- Jules 10/4
Gilbert Global Village Festival

Deliverable – Action Plan Tami
- Teresa
- Elizabeth
- Gail
- Isabella 9/6
Hispanic Heritage

Deliverable – Action Plan John & Marvina
- Tami
- Isabella
- Dave 8/2
Gilbert Days

Deliverable – Coordination of Event Plan
Omar

9/6/06
Congress of Neighborhoods Newcomers Social four times a year

Deliverable – Coordination of Event Plan
Mike 8/2/06
July 4th Celebration

Deliverable – Coordination of Event Plan
Tami
5/1/07
Constitution Week

Deliverable – Coordination of Event Plan

Teresa
Ivan 8/2/06
Mayor’s New Year’s Eve

Deliverable – Coordination of Event Plan
William
11/1/06
Character Awards / CAN

Deliverable – Coordination of Event Plan
PJ
1/3/07
Regional HRC Meetings

Deliverable – Coordination of Plan
Cheri
8/2/06
Gilbert Global Village Festival - speakers bureau from various places to promote with the schools and teachers’ diversity training that reaches beyond the schools; develop a “kit”

Deliverable – Action Plan
Tami 12/6/06
Research = Put a question into the Town survey regarding diversity; assessment of the diversity of the boards and commissions; have HRC member go through Gilbert Leadership (sponsorships and scholarships); people with disabilities; etc.

Deliverable – Action Plan
Dave
Marc 11/1/06
Community Communication = Reaching out through presentations by the Commissioners; HOA’s; agencies; develop a plan for responsiveness to questions and challenges; Community Access Channel; Blog on Internet; website.

Deliverable – Coordination of Event Plan
Mike
Isabella
Tami 10/4/06
Develop an internal communications protocol for the Commission – Traffic Cop

Deliverable – Protocol for Communication - report
Jim
9/6/06
Send Action Planning Article to Marc to go out with the meeting notes Lance     7/24/06
Diversity Dialogs

Deliverable – Action Plan
John 8/2/06

Meeting Evaluation

- Heard everyone’s views - Need a clear format for action planning
- Flexible agenda
- Getting everyone involved
- Time-sensitive facilitation
- Asking for sincerity from the group; speaking from the heart

- Positive meeting
- Strategy for the future
- Engaged
- The reminder call from Sherrie of the meeting

Data Hold:

- Define <the Commission’s> role in writing & get Council to agree
- Use the staff model to communicate with the council
- Always heed advice from the Town Council and by vote of HRC take action

Adjourn

The meeting was adjourned at 12:10 p.m.

John Meza, Chair
ATTEST:

Patricia A. Gilbertson, CMC, Deputy Clerk

CERTIFICATION

I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special meeting of the Gilbert Human Relations Commission held on the 22nd day of July 2006. I further certify that the meeting was duly called and held and that a quorum was present.

Dated this 2nd day of August 2006.

Marc Skocypec, Assistant Town Manager