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HomeMy WebLinkAboutSpecial Meeting PACKET 12.4.23Monday, December 4, 2023 6:00 PM City of South San Francisco P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA City Manager's Conference Room, City Hall Commission on Equity and Public Safety Krystle Cansino, Chair Arnel Junio, Vice Chair Salvador Delgadillo, Commissioner PaulaClaudine Hobson-Coard, Commissioner Alan Perez, Commissioner Carol Sanders, Commissioner Steven Yee, Commissioner Special Meeting Agenda 1 December 4, 2023Commission on Equity and Public Safety Special Meeting Agenda How to submit written Public Comment before the Meeting: Members of the public are encouraged to submit public comments in writing in advance of the meeting by emailing: [email protected]. How to provide Public Comment during the Meeting: COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER Under the Public Comment section of the agenda, members of the public may speak on any item not listed on the Agenda. Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The Chair may direct staff to investigate and/or schedule certain matters for consideration at a future meeting. If there appears to be a large number of speakers, the Chair may reduce speaking time to limit the total amount of time for public comments (Gov. Code sec. 54954.3(b)(1).). American Disability Act: The City Clerk will provide materials in appropriate alternative formats to comply with the Americans with Disabilities Act. Please send a written request to City Clerk Rosa Govea Acosta at 400 Grand Avenue, South San Francisco, CA 94080, or email at [email protected]. Include your name, address, phone number, a brief description of the requested materials, and preferred alternative format service at least 24-hours before the meeting. Accommodations: Individuals who require special assistance of a disability-related modification or accommodation to participate in the meeting, including Interpretation Services, should contact the Office of the City Clerk by email at [email protected], 24-hours before the meeting. Page 2 City of South San Francisco Printed on 12/1/2023 2 December 4, 2023Commission on Equity and Public Safety Special Meeting Agenda CALL TO ORDER ROLL CALL AGENDA REVIEW ITEMS FROM STAFF MEMBERS Review the “Attendance” Policy for all City of South San Francisco commissions (Devin Stenhouse, DEI Officer) 1 Review the Process for Electing Commission Chairperson and Vice Chairperson for 2024 (Devin Stenhouse, DEI Officer) 2 PUBLIC COMMENT MATTERS FOR CONSIDERATION Motion to approve meeting minutes from October 16, 2023.1 Discussion Regarding Potential Goals and Objectives for the 2024 calendar year (Devin Stenhouse, DEI Officer) 2 ITEMS FROM BOARD MEMBERS, COMMISSIONERS, COMMITTEE MEMBERS ADJOURNMENT Page 3 City of South San Francisco Printed on 12/1/2023 3 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:23-1026 Agenda Date:12/4/2023 Version:1 Item #:1 Review the “Attendance”Policy for all City of South San Francisco commissions (Devin Stenhouse,DEI Officer) RECOMMENDATION It is recommended the attendance policy according to latest version of the City of South San Francisco City Boards, Commissions, and Committees’ Handbook be reviewed going into the next calendar year. BACKGROUND/DISCUSSION The Commission on Equity and Public Safety is going into its third calendar year and so a review of the City’s policy on commissioner attendance at meetings will be reviewed.To keep the commissioners as informed as possible,the liaison to this commission will review one or two policies from the handbook each month (or every other month)to keep the contents of the handbook as fresh as possible.Considering each of the commissioners are also consumed with careers,education,family,and other social obligations (in addition to serving on this commission),it is important that each of the commissioners are aware of the attendance policy as it is expected that absences from commission meetings can be expected in 2024. The attendance policy as stated in the Commissioner Handbooks states: Appointees to all boards and commissions are expected to attend all the meetings each year.Board, commission,and committee members should understand that the City’s interest is best served by regular participation.Council amended its absenteeism policy for board,commission,and committee members on February 25,2009.The policy allows the mayor to send a written communication to a member following a second absence from a regular meeting within 12 months.Upon receipt of the mayor’s letter following a second absence,the board or commission member will have the opportunity to respond to the mayor’s letter to explain the reason for the absences.The mayor will then report to the City Council regarding the absences.The City Council will then determine whether the absences were excused or if the board or commission member’s removal is warranted. Article III, J of the Commission on Equity and Public Safety states the following: Commission members are expected to attend all regular and special Commission meetings.Commission members may be removed by a majority vote of the City Council following three excused or two unexcused absences for such meetings during the course of one fiscal year.An absence is considered excused when a Commission member notifies the Secretary of the intended absence at least twenty-four hours prior to the scheduled meeting time. All other absences are considered unexcused. CONCLUSION The section on “Attendance” in the City of South San Francisco City Boards, Commissions, and Committees’ Handbook will be reviewed at the December meeting so commissioner expectations and practices regarding City of South San Francisco Printed on 12/1/2023Page 1 of 2 powered by Legistar™4 File #:23-1026 Agenda Date:12/4/2023 Version:1 Item #:1 attendance is understood going into the next calendar year. City of South San Francisco Printed on 12/1/2023Page 2 of 2 powered by Legistar™5 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:23-1027 Agenda Date:12/4/2023 Version:1 Item #:2 Review the Process for Electing Commission Chairperson and Vice Chairperson for 2024 (Devin Stenhouse, DEI Officer) RECOMMENDATION It is recommended the commission review the process for electing Commission Chairperson and Vice Chairperson for the 2024 calendar year. BACKGROUND/DISCUSSION The “Role of Chair” in the Commissioner Handbook states: The Chair shall preserve order and decorum at all advisory body meetings,announce advisory body decisions, and decide questions of order.The Chair is responsible for ensuring the effectiveness of the group process.A good Chair balances moving the discussion forward with allowing adequate time for all advisory body members and the public to participate, the Vice-Chair shall act as presiding officer. Article II, E of the Commission on Equity and Public Safety bylaws states the following: At the first meeting of the Commission and the first meeting of each calendar year,the Commission shall elect a Chairperson and a Vice Chairperson.The term of said offices shall be one year.The Vice Chairperson shall serve as chair in the absence of the Chairperson.The City’s Chief Equity and Inclusion Officer or designee shall serve as Commission Secretary. CONCLUSION The commission will review the process for electing Commission Chairperson and Vice Chairperson for the 2024 calendar year. The Chair and Vice Chair will be elected at the January commission meeting. City of South San Francisco Printed on 12/1/2023Page 1 of 1 powered by Legistar™6 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:23-1042 Agenda Date:12/4/2023 Version:1 Item #:1 Motion to approve meeting minutes from September 19, 2023. City of South San Francisco Printed on 12/1/2023Page 1 of 1 powered by Legistar™7 City of South San Francisco Minutes of the Commission on Equity and Public Safety Monday, October 16, 2023 City Hall Conference Room 6:00 pm Committee Members: Present: Krystle Cansino, Salvador Delgadillo, PaulaClaudine Hobson-Coard, Alan Perez, Arnel Junio (arrived at 6:09 p.m.), Steven Yee (arrived at 6:21 p.m.) Absent: Carol Sanders Staff Members: Present: Devin Stenhouse, Diversity, Equity, and Inclusion Officer Adam Plank, Captain CALL TO ORDER The Meeting was called to order at 6:04pm. AGENDA REVIEW There are no changes to the agenda. APPROVAL OF MINUTES The Minutes from the August 21, 2023 meeting were approved. ITEMS FROM STAFF MEMBERS DEI Officer Stenhouse made announcements: 1. Esri, geographic data facilitator. Racial and justice component. Do presentation for this commission. Stenhouse will meet with them next week. 2. Orange Memorial Park Sports Field opening. Wednesday at 5 p.m. 3. Saturday is Filipino American History Month celebration at City Hall. Starts at 10 a.m. There will be choirs. Mayor will be speaking. 4. Saturday is also Halloween Extravaganza at Orange Memorial Park. Starts at 12 p.m. a. Trunk or Treat event is an option for Commission to participate in. 5. LPR grand opening October 28 at 11 a.m. Art show. Tabling option. a. Table cloth b. Logo c. Jackets 6. Holiday Boutique at Library | Parks and Recreation Center on November 4 at 10 a.m. 7. 50th anniversary Thanksgiving Fun Run on November 18. 8 PUBLIC COMMENT No public comments were made. MATTERS OF CONSIDERATIONS 1. Approval of Minutes from September 18, 2023. Commissioner Perez motioned and Commissioner Hobson-Coard seconded. The Commission voted to approve the minutes 6-0. 2. Review and approve slide deck presentation regarding the Commission’s support for the City’s Community Wellness and Crisis Response Team. Subcommittee put a presentation together. Commissioner Yee submitted comments and suggestions. Slide 1: Intro Revise title to more accurately name the presentation. Remove the word “Team.” Chair Cansino: Do we have to have Star Vista’s logo? Or put the City’s logo first? Officer Stenhouse: Do we want to add Stanford? Commissioners: Yes. Slide 2: History Commissioner Yee reads the list of goals and notes. Chair Cansino: We should focus on the big goals of the General Plan. Commissioner Perez: With the notes, we may have to cut some things to keep the presentation 5 minutes long. Chair Cansino: Show the 7 goals and highlight #2, 3, and 6 for this presentation. Add the General Plan. Slide 3: Trend Chair Cansino: Show cities close to here. Compare similar models. Officer Stenhouse: The point of the presentation is to say we support the program, not provide suggestions. Chair Cansino explains what CAHOOTS is and believes it is important to include. Chair Cansino: Show map with pins. Commissioner Perez creates a map image. Commission agrees to use this to replace logos in the background image. Commission decides to list cities in alphabetical order and to add CAHOOTS. Slide 4: Community Benefits Commissioner Yee: Is this the right order priority of points? Commissioner Perez: Is this pulled from the Gardener report? Officer Stenhouse: This is from different articles. 9 Commissioner Perez: I think it can be worded differently. Chair Cansino: The word “shooting” can be worded differently. Captain Plank suggests, “outcomes with use of force.” Chair Cansino points out that clinicians are licensed, not certified. Captain Plank suggests, “reduce law enforcement involvement.” Chair Cansino: I’d hate to lead people to a thought that isn’t true. Commissioner Perez: There is evidence from the report. Do we want to say what is anticipated effect or just state the data? Captain Plank: “Benefits/Anticipated” results for the community. That would capture what we know and what we’re expecting. Chair Cansino: I don’t like the word “likelihood.” Can we use “risk?” Instead of “Decreases likelihood” use “Reduces frequency.” Slide 5: Police Benefits Chair Cansino: I think South San Francisco is the only city where all officers are CIT trained. We should mention that. Captain Plank: Almost all officers are, with the exception of the few newer officers who recently finished academy. Commissioner Yee: Police Officers or Police Department? Commissioner Delgado: What about moving this slide up above Community Benefits? Vice Chair Junio: I see what he’s saying. Instead of going big to small (Community to Police Officers), go small to big. Officer Stenhouse elaborates on Financial Savings bullet point. Captain Plank: Less time writing police reports. Less time transporting individuals to hospitals/courts. Officer injuries have a high fiscal impact on the City. Captain Plank suggests replacing “tragedy” with “critical incident.” Officer Stenhouse: This bullet point is specific to police officers. Officer Stenhouse: There are notes we can add. Chair Cansino: I wanted to be prepared in case anyone asks questions. Captain Plank: Officers meet with them and offer resources. We don’t meet with the same individual time after time. Chair Cansino: Do we have identified people? Captain Plank: We don’t have that, but we recognize if we get repeated calls to the same address. Commissioner Yee: Is there a reason why that information isn’t captured? Captain Plank: I don’t know if there’s anything that prevents this from happening, but the dispatcher can see if teams have been sent to the same address multiple times. Captain Plank explains that the previous mental health clinician, Chanel, had family obligations that led her to leave the state. Officer Stenhouse: The clinician before had been promoted. Group: “Critical incident” instead of “tragedy.” Commissioner Delgadillo: The background image blends with the text. 10 Captain Plank: San Mateo County has training. (CIT) Slide 6: Conclusion Commissioner Yee: Is “huge” the right tone? Group: We’re pretty happy with this slide. Add more “wins.” Commissioner Yee: We can increase the font size and soften the image. Officer Stenhouse: I’ll make the image more transparent. Slide 7: Thank You Commissioner Yee: A different image. A more representative visual. Add Commission photo? Stenhouse will be at the Council meeting, but will not be speaking. 3. Discussion on potential goals and initiatives for the Commission for the 2024 calendar year. Officer Stenhouse: Not an item that needs to be voted on, but this is a great time to think about goals for 2024. Retreat? Community forum? Collecting/gaining community concerns. Commissioner Yee: Another conference? Officer Stenhouse: Can be a conference. A panel discussion. Focus on a specific topic at each meeting and invite specific groups. What is the goal? What information are we trying to collect? Are there subcommittees the Commission wants to form? Commissioners can attend other commission meetings; all have an equity aspect to them. An opportunity to be exposed to other commissions in the City. Commissioner Yee: I think we need to initially set the goal before making operational decisions. Chair Cansino: We’ve spent a lot of time on the mental health clinician. It’s good to start picking up on something else. Officer Stenhouse: Back to tabling events. We can look at upcoming City events and pick some to table at. Everyone confirms that they haven’t seen the third Gardner report. Officer Stenhouse: Send list of goals to me to agendize. 4. Discussion and potential action on holding a November and December commission meeting in lieu of the holidays. Officer Stenhouse: Our November meeting is the same week as Thanksgiving. December meeting is the week before Christmas. Vice Chair Arnio: That is the one we canceled. Chair Cansino: We combined them. A suggestion is December 4. Officer Stenhouse: There is another Commission meeting on the 4th, but we can make it a retreat and meet elsewhere. Is everyone available? We are voting to cancel two meetings and making a special meeting as a retreat. Vice Chair Arnio: I motion both November and December regular meetings, in lieu of a special retreat to occur on December 4. 11 Commissioner Yee: Second. 6 ayes, no nays. Motion passes. Officer Stenhouse: I’ll look at potential locations. Each commissioner should send 3 goals to consider. Think about individual goals as well as goals for the Commission as a whole. Think about particular events and think about initiatives. Commissioner Yee: It may be helpful to have a subcommittee to plan the retreat. Officer Stenhouse: If we have goals submitted earlier, then it gives subcommittee time. Chair Cansino: Our chairs end in December? Do we need to elect new chairs? Officer Stenhouse: I’ll look at when you started. You can nominate yourself or someone else. ITEMS FROM BOARD MEMBERS, COMMISSIONERS, COMMITTEE MEMBERS Commissioner Hobson-Coard: I have a show coming up at St. James Gate. Friday night 8 to midnight. Dancing. Good food. My band is called Love Struck. Commissioner Yee: Mental health training. I attended last Friday. It would be good if everybody went through this. Officer Stenhouse: I’ll send potential upcoming trainings. Chair Cansino: May is mental health awareness month. We can do something with that. Officer Stenhouse: Looking at the calendar is a good way to come up with goals. I’ll send a form for you to submit your goals. I’ll generate a report from that. ADJOURNMENT Vice Chair Junio adjourned the meeting at 8:45pm. 12 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:23-1044 Agenda Date:12/4/2023 Version:1 Item #:2 Discussion Regarding Potential Goals and Objectives for the 2024 calendar year (Devin Stenhouse, DEI Officer) RECOMMENDATION It is recommended the Commission discuss and decide on goals and potential objectives for the 2024 calendar year. BACKGROUND/DISCUSSION To go into the next calendar year with a clear focus, the Commission will need to identify and agree upon shared goals. To understand if the goals are successfully met, the Commission will need to consider measurable objectives for each goal. Most of the commissioners have already shared three goals with its liaison who has organized the goals into four themes: 1.Education/SSFUSD 2.Community Engagement 3.Events 4.Other To help guide the conversation, the Commission’s bylaws state the following: ARTICLE V Commission roles and responsibilities A.Advisory body: The Commission shall be an advisory body to the City Manager and City Council on matters relating to community equity and safety, applying an equity lens to community issues and fostering a sense of safety. The Commission’s role includes, but is not limited to, carrying out and, as applicable, making recommendations to the City Manager with respect to the following tasks: a.Diversity, equity, inclusion, and belonging: The Commission will identify areas to improve equity, diversity, inclusion, and belonging in all areas of City processes and public safety and make appropriate recommendations to the City Manager. Any policy or procedure that is not simply administrative and is under City Council’s purview will be brought to City Council for discussion and approval. b.Public safety services: The Commission will recommend appropriate changes of public safety and equity policies and procedures toward the goals of safeguarding the rights of persons and promoting higher standards of competency, efficiency and justice in the provision of equitable community public safety services. c.Youth in the criminal justice system: The Commission may recommend policies and practices and advocate for early intervention strategies that minimize involvement of youth in the criminal justice system. d.Liaison for the community; The Commission will act as a liaison between the community and City staff, offering strategies to develop and implement sound community public safety concepts, City of South San Francisco Printed on 12/1/2023Page 1 of 5 powered by Legistar™13 File #:23-1044 Agenda Date:12/4/2023 Version:1 Item #:2 increase public awareness, and further efforts of transparency and accountability. e.Other arenas: The Commission will utilize community voice not only to address concerns regarding policing but also other equity and public safety arenas that impact quality of life and safeguard against disaster, crime, and other threats or danger to civilian protections. f.Community connections: The Commission will connect with community networks and community-based organizations as necessary in pursuit of its goals. g.Report-back: The Commission will periodically share its efforts externally through updates on the City website and social media, through community meetings or other outreach efforts as necessary, and through an annual written report to the City Manager and City Council concerning its priorities and progress. The report will include an annual work plan with progress on initiatives. h.Police-community relations: The Commission will promote positive police-community relations in an effort to provide better services and expectations from the community and police. i.Complaints: The Commission will provide an alternative channel for members of the public to file a complaint regarding compliance with City policies and applicable laws by City personnel, as follows: i.The Commission will receive complaints regarding South San Francisco personnel alleging failure to comply with City policies and applicable laws. The Commission shall refer such complaints to the City’s Human Resources Department. ii.The Commission will not investigate complaints received. In consultation with the City Attorney’s Office, the Human Resources Department will determine the appropriate form of investigation and assign an investigator. iii.The complaint and investigation process shall be designed to respect the rights of both complainants and the City personnel who is the subject of the complaint, and shall comply with applicable federal and state law, including California laws governing general law cities and Government Code section 3300 et seq., and bargaining agreements. The complaint and investigation process shall also maintain the confidentiality of the complainant to the extent possible. iv.For complaints made directly to the Commission, the Commission may receive updates only on the assignment of a complaint to an investigator and the identity of the investigator, investigation completion date, whether the complaint was substantiated, and any remedial actions taken. “Remedial actions” do not include discipline or other personnel info, but may include certain remedy to the complainant such as, for example only, whether a citation is dismissed. v.The foregoing process shall not alter existing procedures relating to filing complaints with the City. Complaints made by City personnel related to matters within the course of employment shall be made in accordance with the City’s existing policies and procedures. vi.The City Council may adopt additional policies and procedures governing the Commission’s receipt, referral, and review of complaints. j.Records review: In instances where investigatory files and related material are considered public records under California Penal Code sections 832.5 and 832.7, the Commission shall have the ability to review records and files relating to the investigation and the outcome of the investigation when the records, files or outcome are considered public records. Such records and files shall only be provided to the Commission upon conclusion of the investigation or after all City of South San Francisco Printed on 12/1/2023Page 2 of 5 powered by Legistar™14 File #:23-1044 Agenda Date:12/4/2023 Version:1 Item #:2 administrative and judicial appeals have been exhausted, if required by applicable state law. i.The Commission may ask questions and make policy recommendations for future investigations, but in no event shall the Commission make independent decisions, or determine or make recommendations regarding specific disciplinary actions or related outcomes. k.Data: The Commission will review data related to equity and public safety. l.Work plan: The Commission will submit a yearly work plan to the City Manager and City Council in order to ensure a manageable scope of work. The Commission will also submit an annual report including the work plan and progress made on initiatives. ARTICLE VI Purpose and Guiding Language A.Background & Rationale: Acknowledgment of equity and public safety as necessary to optimize success B.Mission: The South San Francisco Commission on Equity and Public Safety aims to proactively advance equity in the City’s internal and external processes, as well as to recommend policy and program changes to overcome institutional inequities in housing, employment, education, policing, healthcare (including mental health and addiction services), accessibility, other social services, development, and any other equity-related area in the city. The Commission also provides a community space where the people have a seat at the table. a.This Commission builds on and draws from the previous SSF Commission on Racial and Social Equity, which met for one year and produced a Final Report and Racial and Social Equity Action Plan. C.Vision: Government and other institutions within the city proactively address structural racism, ageism, sexism, misogyny, homophobia, transphobia, xenophobia, ableism, and other oppressions to promote social equity and equality. Government institutions have increased transparency and accountability to the community. This will contribute to a community in which all residents including those with marginalized identities, residents of color, and historically disenfranchised community members are safe, feel a sense of belonging, have abundant opportunities, and reach their full potential. D.Goals and Objectives: The Commission’s goals and objectives will be directly influenced by the City of South San Francisco’s General Plan as well as other relevant City of South San Francisco Master Plans including the Racial and Social Equity Commission Action Plan. E.Group agreements: The Commission operates with the following group agreements: a.Focus on our common goal b.Build and strengthen partnerships and community relationships c.Be open to new ideas and perspectives d.Participate and be self-aware e.Be prepared for uncomfortable conversations f.Calling in versus calling out g.Acknowledge intent, address impact h.Foster psychological safety and a safe space for discussion F.Levers of change Framework: The Commission plans to effect change by making recommendations in the following arenas: a.Programs: The services provided b.Policies: Regulations, institutional procedures, how resources are distributed/targeted to neighborhoods and residents c.Practices, Approach, and Culture: How services are provided; when/why and how community City of South San Francisco Printed on 12/1/2023Page 3 of 5 powered by Legistar™15 File #:23-1044 Agenda Date:12/4/2023 Version:1 Item #:2 engagement happens; recruitment, hiring, training, and professional development d.Processes: Internal procedures related to programs and policies Additionally, commissioners were asked to submit their personal recommendations from goals for the 2024 calendar year. This is what was submitted: Commissioner #1: 1.Title 1 schools (where 70% or more are low-income families) education gaps 2.Need for public parks and spaces. 3.Nonprofit desert in North County when compared to other mid-peninsula and So. County collab with Community Colleges find solutions. Commissioner #2: 1.Reconvene data committee. Discuss possibility of adding police incident data to City's Open Data Portal. Discuss and inquire about role of data in promoting equity in police practices. 2.Develop relationship with City schools. Attend School Board meetings. Interact with student groups. Revisit discussion about school resource officers on campus. 3.Initiate interactions with Old Town community and gather members' thoughts on policing and public safety in their neighborhood. Commission #3: 1.Ensure all residents are engaged in discussions that impact their lives. 2.Establish recognition as a trusted forum for equity considerations regarding city policies, programs, practices, and procedures. 3.Promote community awareness to participate in opportunities that build a greater sense of belonging for all residents. Commissioner #4: 1.Ageism: To change older adults' broader physical and social environments to enhance their capacity to function optimally in their own homes and communities. 2.Ethno-Cultural Diversity and Inclusion: Create opportunities for members of different groups to identify and share their similarities and differences. 3.Health Equity: Closing gaps in coverage, access, and quality of care among people who are Medicaid/Medicare eligible or enrolled, improve data collection and analysis of disparities in coverage and care, support innovation, and orient activities to close gaps. Commissioner #5: 1.“Table” at an event. 2.Attend a workshop or conference related to equity and/or public safety. 3.Made a recommendation to council. Commissioner #6: 1.Attending City Commission meetings to be more aware of decisions affecting city development. 2.Outreach activities. 3.Being a more effective voice. Commissioner #7: 1.Work on getting an outreach schedule for tabling. 2.Review other city agencies DEI policies. CONCLUSION City of South San Francisco Printed on 12/1/2023Page 4 of 5 powered by Legistar™16 File #:23-1044 Agenda Date:12/4/2023 Version:1 Item #:2 The Commission will discuss and decide on goals and potential objectives for the 2024 calendar year. City of South San Francisco Printed on 12/1/2023Page 5 of 5 powered by Legistar™17