Okay, but follow the meeting to order.

Welcome to February Black History Month Reparations Commission meeting.

Roll call, please.

Commissioner Brazil, excuse Commissioner Barry.

Excuse Commissioner Burlington.

Excuse.

Commissioner Downs.

Yes.

Commissioner Gardner.

Here.

Commissioner Gayden.

Here.

Commissioner Gore.

Commissioner Herskin.

Here.

Commissioner Knowles.

Here.

Commissioner McClendon.

Commissioner Sass.

Commissioner Small.

Here.

Commissioner Triplett.

Excuse Commissioner Varlack.

Here.

We have a form.

Yes.

Excellent.

We'll see it.

Pass the meeting.

I want to just uh just see if there are any public comments on the line or in the room before we start.

I have no speakers online for okay.

Seeing none and hearing none, we do not have any public comments.

Um for the approval of the minutes first.

If there are any corrections or edits needed.

Okay.

With that, can we have a motion to move the January minutes?

I'll make a motion to move uh January minutes.

Moved.

Second it.

Second it.

And vote call.

Commissioner Jones.

Commissioner Gardner.

Commissioner Gore.

Hi.

Commissioner Herskin.

Aye.

Commissioner Noel.

Aye.

Commissioner McClendon.

Aye.

Commissioner Sass.

Commissioner Small.

Aye.

Commissioner Varland.

Aye.

Commissioner Baden, you're abstained.

You weren't.

Okay.

It's approved for January 14th.

We're all for the approving the minutes.

Okay.

So just uh took over the order.

Um, gonna give an info item is with an asterisk on our new commissioner.

Not quite sure if they have been through the formal process.

We'll go over the retreat.

There's anybody from ECC.

If not, uh we could discuss in the room.

Now we'll have a discussion about the Russell City Willow Tree.

Top-up events is informational.

Um speaking on behalf of reparations commission as an informational, and then the subcommittees will uh report out and in particular if you note that they are action items to remove those votes.

That subcommittee um proposes as uh their scope of work of the timeline.

Uh so those will um have the bit of urgency.

Now, of course, if we don't complete the task, we can always table it and bring it back for action later.

Um and then the decision making process just to talk through that process is also on action item.

So are there any other items that folks would like to add or move around?

Lessons more.

Okay, so with that, um I will start with um uh commissioner that uh is under consideration.

So as you recall, we we had two open seats and um a commissioner has been nominated.

Uh somebody may know, just uh Dolores D.

Johnson, and um I think that's been put forward.

We just don't have confirmation yet.

I don't know if I'm looking at it because I sent an email saying was it confirmed?

Yes, I think it's okay.

So we as with all other new commissioners, I do an onboarding, so give her a little binder.

Oh, she has her binder.

Uh so as soon as uh I can get her contact information.

Okay, and uh we will welcome anyone to the um commission.

Okay, so then the debrief on the retreat that we had on January 31st.

Are there any of the ECC people on the line?

Oh, on uh trees.

Come on.

Okay, yeah, she got her hands up.

Welcome to the hi everyone.

How are you guys doing?

Um, and so thank you all for a wonderful retreat.

It was very productive.

Um, and I think you all have reached a few important uh milestones and even more so a few transitionary action items um that came up in the retreat.

Um there was a lot of feedback about the way that you'd like for the continuum of the work to occur, um, as well as acknowledgement from each subcommittee about their collective work moving forward and some just team building.

Um, you all gave a lot of feedback and uh and had a very intimate and an honest heartfelt discussion about commission involvement and furthering your cohesiveness and teamwork.

Um, and we did produce a report out.

There's a summary.

If anyone needs the summary to be resent, you can just let me know.

Um, and I'll pause to see have you all had an opportunity to look at the summary for those who were not there, or if you were there, did anyone have specific questions about the retreat recap that we provided?

I do.

Yeah, thank you.

This is Commissioner Gardner.

I remember toward the um end, um actually we had identified seven or eight things that cut across the different groups um as priorities, and I didn't see them listed in the notes, and I'm wondering if you could um say what they were again.

Yes, so we actually do have a breakdown of what we believe to be say again.

No, I was just providing some support.

Okay, okay.

No worries, no worries.

I totally get it.

Um, and in addition to the information that is in the retreat summary, we've drafted an implementation work plan and um well an implementation strategy and a work plan for February through June.

Um that we did provide for um sharing.

And so we can take a look at that, and this is the detailed breakdown of the task that you all identified in your groups as wanting to focus on between now and June.

And we worked the implementation in based on the goal of providing a report for the Board of Supervisors meeting June 23rd, and so everything works back from there.

Um, and so what that looks like is uh basically administration and budget moving towards focusing on continuing to review and balance the budget, focusing on the spin down and in terms of contributions towards concluding the reporting, providing some recommendation support around uh rough budgets or estimates as it relates to finance once the recommendations are received, and then of course providing the final balanced budget for inclusion in the final report.

Um, and similar to every other subcommittee, they will also be focusing on individual recommendations or group recommendations.

That's something that I believe um Deborah may speak on, Commissioner Gore.

Will you be touching on that?

Um, in terms of the deadline that you all will agree to and the use of two opportunities to get the recommendations done either individually or in your groups.

Um, and so if we scroll down, can we scroll to community listening sessions?

It's a little cut off.

Let's see here.

Okay.

Let's start maybe scroll back up and then I'll I'll scroll once we get to um May and June.

So, oh, you can go all the way to the top.

Sorry about that.

It's just the page is cutting off.

It's fine.

Alrighty.

So similar to admin and budget as well as DAR, the community listening session subcommittee will focus on completing the recommendations, concluding the remaining community listening session.

To my knowledge, the final official community listening session is happening before the end of February.

And all the other events that are being shared after that are pop-ups that have been organized by various commission members.

Let's see.

And then we have March, where they'll be focusing on action planning for ongoing survey collection, which can include the other work that you all mentioned, which is feedback sessions where you'll gain feedback based on the recommendations that the full commission submits to community partners and engage them in conversation about their thoughts of those recommendations while also engaging them in preparing to attend the Board of Supervisors meeting in June so that we can show up strong in community.

And then if we can scroll to the next screen, perfect.

And they'll conclude out their work with making sure that they continue to spread the word about the Board of Supervisors meeting in June and then attending the meeting to present the final report.

Does anybody have questions so far?

All right.

The data collection analysis and reporting or DAR, as we affectionately call it, subcommittee will continue to manage the ongoing compilation of the report.

So they'll be working on the draft report.

They will also be working on looking at the outstanding surveys and ensuring that the website continues to run and that survey distribution is still possible or applicable, however, you would like to frame it through website engagement.

And there are some opportunities that certain people have already identified to make sure that forms or paper surveys are distributed.

They'll also be looking at some action planning for including the ongoing website management in the report.

So really just identifying how you all would like to see the website continue to function and how you all would like to see the surveying continue to be done post-June, right?

And as well as working on submitting the final report and attending the Board of Supervisors meeting once everyone has provided their recommendations.

So as they are completed, they will make sure that they are handed off to informing change who is going to do the report writing.

And we've provided some opportunities for you guys to make it, it's not easy, but to make it as organized as possible.

We provided a form that can be submitted through group comp group completion or individually.

And you can utilize this as a tool to meet in your weekly meetings and complete the recommendations in a group format.

You can do that.

Um, and you'll also be able to complete them individually.

Should you use the form.

If you decide not to utilize the form, you all will just need to decide what format would be feasible that also allows the information to be communicated to informing change in an organized fashion.

And so all of these things were discussed in the annual retreat in terms of your questions around, you know, how are you all supposed to complete this undertaking of such a serious task of submitting these recommendations in a timely fashion?

Um, the fact that a lot of people prefer to have a discussion, and also that you all were adamant about continuing the work, but we were able to get some really clear guidelines from Deb Sika that we do need to provide this report at this juncture by June.

And so that's where there's a very definitive line being drawn between how the work flows, what the continuum looks like, and what is expected right now.

And so this implementation plan is drafted to at least get us to that point where the report can successfully be submitted, and there is opportunity in there to voice you all's opinions about the continuum of the work and the need to make sure that the handoff or the ongoing strategy for making sure that this work continues to move forward is at least in writing, right?

And so I'll pause there for feedback or input.

We'll open it up to the floor.

Do any commissioners who want to comment on their sections at this point?

Yeah, I've just got to Commissioner Sass, I have a quick question.

So, on the subcommittee reports on the agenda, and talks about the scope of work and timeline.

Is this what we're discussing on that action item?

This and right.

So this what we talked about at the retreat is part of this action item.

That's right.

Okay, all right.

Right.

And so we're proposing this.

So this is just this is the suggestion that ECC has derived as a result of you all's feedback, your concerns, and your milestones and the way that you've been able to show how teamwork really flows within your subcommittees.

And so this is our suggested layout of how to achieve the necessary work by the due date.

Um, we also are proposing that there is a firm deadline for the end of February to receive recommendations.

Um, informing change has said that they could allow until the middle of March, but the problem or the caveat with that is that you all still would need to see the recommendations in order to then fully approve moving forward.

So if we wait for everyone to submit them until the middle of March, that puts the work behind substantially because your next all commission meeting won't be until the middle of March, right?

And so that's the um the one thing we're gonna talk about tonight, um, Commissioner Gardner.

I also think that it might be possible that um the March meeting to have the final discussion then and actually vote on it then, and we wouldn't have to wait until the April meeting.

This is something me and Deborah have talked about, we're gonna talk about tonight.

Um, so it's possible, yes, that we can get the recommendations in at the end of um February, but it's also possible that we could have a two-hour meeting on the at the March meeting and actually finalize it there, wouldn't have to wait till April.

So I hopefully we could just talk about that later.

My only caveat, this is Commissioner Varla.

My only caveat is that in the pop-up, which is not which is not an official listening session, our goal is to reach the South County youth who go to Shabot and frequent that area of the county, and so to the extent that I think uh we discussed it being a saturation point.

I don't know if we've had that yet because I haven't been able to fully review all of the survey responses to see if we're capturing the youth's um recommendations.

So um I will say I agree with Dr.

Gardner and Spirit, however, I would hope that from the March 14th pop-up, depending on how many youth we get, those recommendations will be considered.

The March 14th pop-up is after the um March 11th meeting.

Let's talk about that.

So that's something else for you all to consider.

I know that informing change is prepared to make sure that we are communicating the ongoing collection of data and recommendations feedback from all community members through your pop-ups and survey efforts.

I think where the line would be drawn is how much of that current data is included in you all's recommendation process, and frankly, you have enough data, and especially as of the end of the month, you'll have enough data in order to present your formal recommendations that you would like to be placed in the report.

And that that certainly does not mean that the other data that is collected through ongoing pop-up and survey efforts has to be excluded.

It just simply means that for the purpose of this initial draft, we will be moving forward with allowing informing change to create the draft, which as you can see on this um project timeline.

If the final recommendations are submitted to informing change by February 27th, they would be able to provide a rough draft report that you all could review by March 18th.

Now, at that time, if you've had a substantial amount of input, because I totally agree, um, Commissioner Varlac, that if we're getting you know very valuable feedback from the youth, it would behoove you know the work to include their voices, and so it's it is possible at that time once the rough draft is received that there can be a discussion about how to make sure that those voices are included or that community feedback is included.

And again, that's another leg of you all's decision making is how would you like to communicate that the Board of Supervisors continues to collect oversee and support ongoing feedback from the community through surveys and and website placement.

I think the first task is really deciding on the deadline for the recommendations so that the report can get drafted, and that will assist in making sure that these other tasks flow smoothly.

I think the other great thing may be to decide on the final date for pop-ups.

We do have it listed here as February 21st through 22nd, but I know there are already some some pop-ups that are occurring after that date, and again, that's just something for you all to consider, you know, as you're as you're doing this work.

And so I'll turn it back over for you all for comments on um setting a final date for the recommendations and moving forward with the draft.

Thank you, Nitrice.

Can I just take uh Michael Arnold from Informing Change has his hands raised online, and then I'll go to uh Letitia in the room, Michael.

Yeah, um thank you for this, and she's um and ECC.

I do want to say I think this is quite changed from uh this will need to be changed from what is currently listed.

Um where we are right now on the 11th of February.

I don't see how you all can get to final recommendations for us to pull into the report any time like within the next couple weeks.

I think as um uh commissioner Gardner, um Gardner said like I think March might be doable.

If so, we would then move line seven down into April.

Um basically smushing a lot of seven, eight, and the review.

Try and get everything out pretty expediently through April.

Um, and then probably a board presentation stuff in May.

Like we if we could if we could smush things out and get the reviews really quickly.

Um, I think we can move this by May.

Um, I'm wondering if there's pl if we if it's gonna be possible to do fewer of the like 12 and 13 pieces, maybe get those all in one line type of thing, um, so that we don't have so much like lag between the steps.

Um I think that's another thing to discuss in the timeline, but I just don't I I don't see I and also I heard that um the listening session um committee wants to do a feedback of the recommendations at some point with um community members, and I think that would be an important and nice thing to have before finalizing things as well.

So if anything pops up through that, so again, and that was gonna be in March.

So I I don't know.

I'm trying, I I think the sequence of these things, I'm trying to figure out how to coordinate best.

I do think that we would be fine if you can get the actual final.

These are our most final, maybe a few tweaks still need to be happened, but our most final recommendations to us by the end of March.

We can still push forward, um, probably fewer reviews, probably a faster sort of um expedited time frame to still get this out by June.

Anything later than the beginning of April, I think would be really hard for us to get a good draft out to you all um too quickly, but I think that gives some time and flexibility to your timeline of coming up with the recommendations.

Again, all this is without seeing, like what exactly is the process for the recommendations and how long you all think it might take, but I I just wanted to give a little bit of breathing room in there and flexibility.

Thank you.

Thank you, Michael.

That's very helpful.

Letitia.

Yeah, so um thanks to thanks, Natrice.

Um, and good evening, commissioner.

So what I wanted to elevate was two things.

One is I was I was on the zoom um walking in.

Dr.

Garner, you were asking for the notes specific to each of the groups that we had at the retreat, and there were some common themes that you all had.

That's not in the summary, it's not in the narrative.

You won't find it there.

It's in the attached document.

There were two documents that went out.

The attached document, it says poster note summary.

I I've looked at that.

It's on page four.

These are this poster note summary is um pretty much the summation of all of those giant post-it papers we had around the room during the retreat.

So the first, I mean, I think what's critical for you all to know and maintain for future uses are pages one and one, two, and three, because that's that represents the robust conversation we had about what behaviors you all want to start, stop, and continue the commission.

So that's more so with you all in terms of uh your decision making processes while communicating or cross subcommittee, that's there.

Then at the bottom of page three, we captured some of your ideal timeline, um, and also page two at the bottom.

After the start stop continue, you have the community garden.

That community garden, also known as a parking lot, is an area where we captured a bunch of items that we couldn't get to at the retreat, but they're still here before you to determine how you want to discuss these.

And it has things like how decisions are made, how to keep the mission alive, close to June 2026.

Um, all of those things are there.

And then this four and five talks about the breakout group we have where you all shared your best brainstorm thinking around your recommendations.

So, Michael, could you for the informing change team on page four of the poster summary from the retreat where it says reparations in Alamini County?

This is the start, the jump start brainstorm that you all that you all contributed at the retreat.

So you're not starting from you know square one.

You started that process at the retreat.

Let me um just say um this is what I was looking for, is what's on the four and what um has pointed out to me is also on this page.

That's and they're the same the same no it's not because what you'll find in the narrative the narrative is just calling out and it's probably a piece that says see attached that's exactly what it said that's that's exactly what it said where it is that it attached is talking about this puzzle.

I I know I'm just trying to say maybe I should just think directly what I think I think that summary that we did at the retreat captures 90% of what we're about I think I'm actually doing actually so when I when whoever it was I think it was um trees who said these are the things these and she kind of did like that you know and I said I think that's I think we'll find out but I think that's it.

Yep it's in the poster like you said on page four um and then you all did some narrative brainstorming too the worksheet it was like your personal contributions those we did not collect so you won't find notes on that you all still have those a lot of information thank you both to informing change and EC.

Any more debriefing on anybody would like to add anything to debriefing on the retreat because I enjoyed the photos that were put on the walls but for the dad I thought they did a good job.

I was also gonna say um never I was gonna um give a shout out to Deb Seeker again uh that we need to get the report done so we can keep the pressure on the board of supervisors to actually do something about this and that there needs to be office set up a commission or something but to get that done means we got to get the report done but I'm gonna give her a prophets for doing that her pointed discussion on the why and the strategies of the counties yes thank you.

I didn't quite use those words but I just want to thank my team I want to thank Natrice and Sean.

Sean we we do the miracles to make that happen.

Thank y'all for allowing us and think I think y'all for showing up my pleasure thank you guys thanks to you thank you.

Okay any other comments about the retreat and the documents that hopefully helps inform us when we get to the subcommittee work.

Okay hi this is Shanita Hurst so I just want to say again thank you to you know the the committee and the ECC for you know pulling it together for a successful retreat and then for the breakthrough yeah I I felt like you know people shared you know things that maybe they have been harboring or you know didn't want to share previously but I I felt like that was a break that would help us get to the next level and to come together a little bit more so I always appreciate people being authentic in their communication.

I'm a transparent person and I you know although I like the bottom line I'd like for people to be but I don't like to try to figure out where you're coming from how you're feeling so I do appreciate the authenticity that people share in the evening any other comments.

I just want to uplift again how far you all have come and how much you've achieved in this short window um over the total of the three years but in particular this this past year of having funding um and how heartfelt you all are about the work continuing um and so I do want to encourage you that you have everything you need to submit recommendations in terms of being able to have these conversations in group or individually provide some feedback or some context um and we have created a tool that is an opportunity to help make it easier and I think when we when we look at that from the standpoint of what's already out there in the world of reparations and how other commissions have submitted the information it helps to to like kind of really clarify the lens that you'll be using to complete the recommendations and so I think that's something else to uplift is like really just being clear about what is expected what you're speaking on regarding the recommendations and the need to have a format that is organized and easily transferable for informing change to use and so um if there's a way that we can be helpful in that process that's definitely the goal um and so we've created a tool and I don't know if um Deborah will choose to bring it up in this setting but there is something out there that has been drafted to help guide you through each recommendation right um but it's just a matter of you all making the decisions around how you want to move forward.

Yes we have the form on the ready so we have it uploaded to share for people to look at but it was shared I think at two subcommittee meetings so I think it the intention uh natrice to build on what you're saying is that that tool as an example something you you could use should come up under as an action item along with Commissioner Gardner um who will further talk about DAR and the recommendations process for gathering that it should fit under there because we presented it first to DAR.

Is just a bit of a disadvantage this week because we have this meeting so I don't it was shared last week as a result of the form last week so the form hasn't been distributed widely it's just with DAR to present okay because I've heard of the forum but I'm like I didn't see it.

Okay.

Yeah we haven't yeah but we we saw it at the listening session uh trees yes dar has seen it as well as admin and budget has seen it yeah it should just be DAR though in terms of leading forward leading yeah yeah okay yes I think those are helpful uh additional items and that I believe will help with the discussion we were having this commissioner sass help of the discussion we were having as giving us a framework as where to jump off on whether we use it or not great but as long as we have that framework and you would mention that there was something but we have yet to see the you know commission wide okay that makes sense now uh other feedback on the retreat okay uh thank you okay so then uh I wanted to give you an update on the city the willow tree um I did meet um with uh two members that had come to our last meeting and talked about um the status of the the willow tree so they did get confirmation um the residents inquired about the tree removal um that after a a city investigation it was confirmed that the removal of the family sacred willow tree was for safety measures um by the current owner uh following severe wind damage uh rather than an act of malice they also shared um they know who the the current owner is of the property they did not share that with me they do they do they do okay so uh yes so we have a little roll up Mr.

Sass making your bad joke please strike that record yeah okay well um and so while they they wanted me to say that while you know the specific clarification um it did not uh in terms of why the tree was removed and why there was an immediacy around it it.

It still did not diminish the costs, you know, felt by the families um and the urgent need for these systemic protections that they had put in their proposal.

Um, so the um that also as part of their statement, the vulnerability of our community's heritage site remains a court issue.

And so they're going to continue to advocate for a moratorium on the removal of historic flora and establishment of a reflection space to honor what was lost.

Um, and again they wanted me to share that they remain fully committed to the Russell City legacy restoration plan and look forward to discussing um their phased approach at restoration justice uh with the commission at our convenience.

So I put an action item here because I did want to see what steps and we'll open it to the floor.

Hi, sorry, Commissioner Hertzingstone.

Just so I understand when you say the day, you're referring to the owner of the property or the city of the who did the investigation.

Yeah.

Yeah.

It was a city investigation.

City investigation and the result in terms of the findings of that investigation.

By speaking to the owner of the property stated it was for safety reasons.

I mean, there were a number of reasons, but I I'm just trying to understand what's the safety reasons.

Yeah, was a safety measure taken.

Safety measure.

And I'll defer to Commissioner Berry.

We had information if that's the committee.

I'm happy to read the report that they shared.

Excellent.

So, uh, this is from Sarah Buzer at the city of Hayward.

Thank you for alerting the city to the willow tree that have been removed.

Following notifications, staff from the development services department, including our landscape architect and code enforcement followed up based on the images below from May of 2025.

Staff determined that the tree was indeed heritage tree, or would have required a permit to be removed.

As such, our code enforcement team issued a notice of violation to the property owner and requested resolution specifically obtaining any necessary permits and implementing mitigation for the loss by 223-26.

So per inquiry, they did go out and do their job.

Following receipt of the NOV, the property owner provided some additional information regarding the tree and its removal.

They shared that the tree split during a storm, and following that they had the tree evaluated, and it was determined that the remaining portion of the tree was considered hazardous, and as such, it was recommended that it be removed and they removed it without notifying the city.

They have since shared the attached images of the tree after the split, which they took prior to full removal of the tree.

The tree preservation ordinance provides for permit exceptions for tree removal in cases where the tree is diseased, dead or dying, or is creating a hazardous situation, or is in hazardous condition based on the information submitted by the property owner related to the reasons for its removal.

It has been determined that the tree had a catastrophic failure due to age form, possible disease, and potentially a wind event.

The tree appears to have been on the ground for an extended period prior to final removal.

One photo illustrates this with the brown foil that shown.

It's also been determined that the removal did require a no-cost permit, primarily for record keeping purposes, but there is no requirement for mitigation.

She sends an uh excerpt for the exception section below and highlights in yellow for us, the loss of trees in our community, especially those that have sentimental value, number C.

Let me know if you have any questions.

Yeah, I do I can share the Tiza so she can send them around.

I do have the actual pictures.

Please please share.

Okay.

And then I asked her specifically about um who's the owner, and then if if there who's should we talk to about memorial ideas and activities, uh, she then followed with the city does not have a memorial tree program, but I would certainly encourage you to reach out to the property owner.

Perhaps something there's there'd be something they'd be willing to do.

Property owner of record is creft three habit boulevard owner LLC, and I have the address here.

There's a local property manager, Aaron Malkey from UNIRE, UNIR, real estate group.

Uh here in Mountain View, California.

So I'll provide all of this to tease it so it can go out to everyone, including the photos.

That would be great.

Um, but that's that's where, and then I just said thanks for it, and we'll we would connect with the Johnson family to follow up from here.

Sorry, and the assessment was that you said there was an assessment that was kind of that damage.

Yeah, the property owner brought someone out, it wasn't the city though.

I look at it in the name and they have a copy of that report of the assessment.

I didn't ask for that.

But again, once this goes around, if you all send questions, I'm happy to continue talking with the city.

That's the first thing we see that assessment.

So we do have listed here action items.

Sounds like there are some things we can vote on.

Uh steps we want to take.

Uh so open the floor up to action items.

I I just want to um be sure that we run it by the county to say if that's within our authority to do.

Um, but yeah, let's let's put together a list of action items we could do as a commission to support this effort or questions we have.

One item that I think would be good for Hayward as well as the entire county is to do a survey of the different historical, whether it's a tree, a rock, um, you know, there's a place in Hayward, it's like a Portuguese like courtyard or something, but it's like in the city.

So I was thinking like go through and see if there's other areas that could be vulnerable so we can let the mayor know or anybody else by letter, and even maybe the supervisors eventually, these are the areas of historic note for protection, and maybe put it into a registry or something.

So your recommendation is a survey that identifies the historical site.

And are you saying the commission should do that or where would this land as uh number one?

I think since Hayward already has funding, it should be done by the city of Hayworth's funds that's allocated that will be allocated to the Russell City people.

However, as part of our bigger recommendation to the extent we find funding in the next arena, that could be something that's funded through the process that we're recommending.

So it's like a little band-aid, big band aid.

I have a comment.

The city of Hayward and Russell City are two different things.

Okay, but the what was done in Russell City was not I understand that Commissioner knows.

I'm saying the money hasn't been allocated.

Okay, well, so they extended those historical.

They did not take the or make the effort to do any of that in Hayward.

When they sold that property to Cabot Cabot and Forbes, that was it.

No, I'm not saying that I'm saying that we that two things could be right at the same time.

I'm saying to the extent that there are other areas in the city of Hayward, not just Russell City, that are considered to be historically black things that should be archived.

There should be a registry of that, and there should be a letter to the mayor, so there can be some level of protection or at least a notice going out to either a commission or someone of a decision-making body before those items are tampered with.

That's my recommendation.

You put in a letter to the board of supervisors or somebody to demonstrate our thought process and where our energy license, yeah.

I could make some comments, but they're not appropriate.

Please make the comments.

Being black in Hayward is not something that's cherished.

Okay.

That red lining stuff is still real.

I've been born and raised in Hay.

Grew up in Russell City.

I'm not taking that away from you.

I'm just saying I've been there for 20 years.

So I understand.

21.

Yeah.

21.

Celebrating the anniversary of your areas of commitment to black folks are still identified.

And they do as little as possible.

There are like many cities in the United States.

Having said that, I do think this should be part of our agenda.

And like the question you ask, um, Shanita, we need to we need to dig down.

I want to help you on that.

Um, I don't, and whether the city does it or whoever do, we should we should the black folks there.

You know, I'm not waiting on the city.

We can make demands and stuff, but yeah, let's I that's why I have to see the pictures.

Let's see the report.

Who did the report with the name of these people?

What have they done?

Cash their ticket.

Um, so that's helpful.

That's helpful.

Yes, Commissioner.

Um, Commissioner Barry.

So I I agree that we should form some sort of letter position statement.

Um, including uh Commissioner Verlack's recommendation, it should include support of what the family has asked for.

I think they are um the best messengers for what they would want to see, and we should support whatever it is they want.

I believe one of the things they asked for was some sort of memorial or like a memorial replacement.

So I would just suggest that we look to the family to tell us and not speak for them.

Yes.

Like let's have a let's yeah, instead of meeting.

Yeah, I agree.

What about even recommending like on our website or on the um city of Hayward's website?

Something acknowledging the loss of the tree and um an apology, um, whether it was inadvertent or not, and maybe some photos or historical photos of people hanging out around a tree or whatever it was that they used to.

Commissioner Verlack, are you suggesting that an apology from the owner?

Um, apology from who?

I open to the floor discussion because I would have I will probably want the city to apologize, but now that Commissioner Knowles has explained that the city is not actually Russell City, so is there anything left?

Is there any kind of governing body left there that would be able to take authority for even an apology other than the owners?

It was left up to me.

I'd go with the immemorial side like the chances are requested.

Yeah, this way we need to talk to the uh, then you're gonna need an easement and all kinds of stuff to go on their land.

Also, uh, Commissioner Sass, if there's if they're saying it was a hazard, if they get if they make an apology, that would say they they did something wrong when they're claiming to do something right, so an apology might not be the way to go because that would be one of the, you know, as an attorney.

If you apologize, you might be admitting something.

So if they say hey, it was unavoidable, whatever.

But yes.

So that's why I think the apology should come in from the city because even if Russell City is quote unquote different, if Hayward had the authority to issue the permit and they let it go and then they went back and brushed it away.

Um, then it is on them to give the apology because they went away from the rule book to allow these folks to win tree.

So I think this is just on the city.

Tailgate on that, and Alan, as you well know, as a contractor, there are people who will go something without a permit.

The city cannot be everywhere.

They do it without a permit, and the only time they go get a commit is when they get caught.

So the city can't take culpability for that because you know code information is the point.

Commissioner Verlack, maybe it's not necessarily an apology for the reasons that Commissioner Sass is outlining, but some sort of acknowledgment statement.

That's the term I was thinking.

Because I've gotten like there's a ton of emails in here saying sorry, we know this is hurtful.

So maybe an official acknowledgement of pain and you know, and a commitment to perhaps a memorial site or something might be um something that we can get support from for.

Yeah, that would be a better obviously to know about the process of removing that tree.

They did it.

And they didn't know about the historical significance of it.

So you need to um what I don't really understand is uh like the intent.

Well, I I think they tried to say it in this long letter or email here.

However, were the owners aware that the the historical aspect of this tree and if they were aware of it, conscious perspective, which that probably doesn't matter.

Um, you know, but they have, you know, said in lieu of, I mean, we have to cut this tree due to, you know, the war and safety reasons.

However, you know, what is it that we could do to replace this tree, you know, for the family?

Like, were they really aware?

Was what was the consciousness of this intent?

That we're concerned.

I always question the intent.

The ownership is a sound like the family now.

The family, and I cannot speak on behalf of, I can only say what they have publicly stated, which is that tree has been all over the news.

It's been all over the world, all in the New York Times, and so they have a hard time grappling with the idea that as an owner, you haven't had so much traffic over here and news about this that you really didn't know.

So they have some doubt there, but obviously, you know, how do we prove something like that, you know?

Um yeah.

Let's say the owner is a corporation, correct?

But corporations have to have uh awareness in the community, you have to have social responsibility as a corporation.

That would be wonderful.

But that goes back to the ini the the bottom line.

Oh yeah, don't get yes, because you're dealing with a corporation with CBS, you know, prices because Aetna owns them in that yeah, they should, but you can shoot all over yourself and they're gonna get happy.

The only thing that's gonna happen is you get messy, okay.

Yeah, so I think if we could have a friendly amendment, maybe if that's it is a corporation and since there were historical records that say the tree was sacred, maybe it should be an either-or, either the city or the corporation gives the apology.

Or the acknowledgement.

Acknowledgement, acknowledgement.

That works.

Yeah.

Okay, so uh does somebody have a motion to action item.

I do I do want to lift up uh what commissioner Barry was saying and a request that I have in writing here, um, that they remain fully committed to the Russell City Legacy Restoration Plan and look forward to discussing their phased approach of restorative justice with the commission.

So there maybe we could start with a motion to, you know, also be fully committed to work in partnership.

Um, and then you can add some of the other pieces that folks have lifted up.

So, I guess I kind of lost a little bit of track as it pertained to the monument.

And it just seems like you know, including some kind of fundraise, you know, funding of a fundraising campaign for a monument because I think the apology is great and it'd be having an appropriate like, you know, bronze tree or something there in a monument.

Seems to me to be the thing that people can touch and feel and would have some sustainability.

There seems to be a number of different parts here.

I'm going to the function, and pull those parts together.

When they come from the city or though, yeah.

Yeah, if they can fund a fundraising campaign, you know, they could maybe they don't fund the tree, but they help to sponsor one, and we put it in, you know, there's a campaign to raise money to to build something that would be there and durable, and um, you know, lasting and you know, to me, just seems like would be more satisfying than even an apology.

I mean, help me out with that suggestion because while I agree with that at a certain direction, you're asking the city to raise money to build something on private property.

Um, and so we need to take what the essence of what you're saying and figure out how to do that.

I think I would yeah, I think I was kind of hearing that as much towards the owner of the property, so then the city seems like that's that's again why I think we need to separate.

Um, I think the motion that this commission should um work with the family and on this project, um, is one thing we're gonna agree on that.

Um, that there needs to be whether we call it an apology or recognition, somebody use it.

I think we agree on that.

Then I think the question is then what's the reparation?

Um I think that's what we're talking about here.

So if we could do the first two, um and when are we writing the um, okay, but if we could do the first two, okay.

Can you put that in a motion?

We are bullet point.

Just talk through it.

I'll try to make some other points on it and then more.

Oh, yes, but I think there are two harms.

So there's the harm on the part of the city of Hayward that they fail to adequately institutionalize the memory of the city.

And so then the owner of this property either doesn't know or they know, but they have the luxury being able to pretend like they don't know.

Right.

Secondly, there's the harm of taking down the tree.

Um, and so I think part of it is that we need to enjoy in the state of Hayward to do more on the Russell City front.

The second part is that we can request that the owner pay for some kind of marker memorial.

And I don't, I mean, I'm not a tax lawyer, but it might be a write-off, those who build a community.

Um, I think it goes a small tiny, you know, like an inch of the way toward um accounting for what happened.

How about if you ask the owner for a don large or a donation to start a fund to erect a monument in the tree space that acknowledges what it represented.

My only thing is if we don't put it in that space.

I know in downtown Hayward in the park, they do have different little monuments.

So maybe it's maybe as an afterthought it could go there as an alternative if the owners didn't want it on their property.

I don't think you give the owner a chance.

I like to were you finished?

I want to make sure, okay.

I just want to make sure you had finished your thoughts, okay.

One of the.

No, go ahead.

No, I'll I'll wait.

Say one of the issues you might run into is because as you said, it was a taken down by wind or portion of it that can be an excellent circumstance where they had to act.

So, you know, they didn't get the permit, but it could have been a safety hazard.

So, and things die.

Okay, it wasn't gonna live forever, and sooner or later we have to be taken down.

That part might not fly.

But if you talk about hey, and a memorial, so when trees fall and stuff, hey, this was a giant oak, they'll put a memorial here that was here for years.

But if you try to focus on the fact that someone took down the tree, they will come back with, well, we had to because it was, you know, a bigger safety issue.

Well, but uh, Commissioner Barry, I don't know first.

Just have an idea for how we might motion this.

Perhaps we break this into two motions.

One motion could be to a motion to work with the Johnson family on their recommendations and support them, and then the second perhaps a subcommittee could be formed, and we could draft some sort of recommendation with all of these ideas we have and bring it back and discuss okay, what do we want to have in this position so that we can capture everyone's ideas and then maybe that's the thing we bring back as an action item for next time you know what stays in this letter what can we keep what authority we have etc etc based on all of the feedback maybe those two motions I would just say not to take away from what you're saying because I really do appreciate it and I agree but I think that because we have so much work to do which we haven't even talked about yet for our recommendations that we should weave in I think the order of business is what you said right now we should work with the family that motion should pass but I think we should weave in actual recommendations including helping you do the work to piece together the file per se what happened what other what other monuments are there so we can put it into our report that's gonna go to Michael by the end of March to say this is also the recommendation for a harm that we identified in 2026 um because that way it's still under this everybody's together doing another subcommittee right now yeah y'all got it okay got it that makes sense good point uh commissioners want to volunteer we got workload but you know some people this is important so if there's bandwidth we could set up a subcommittee that this group will meet on such and shut dates and while still delivering on the other there's nothing that says you just volunteer so people are opting in listening of Hayward has an arts commission uh they put up several murals they have several other locations where they put up plaques so they they are aware of what was going on in Russell City they have done nothing in the old Russell City site that acknowledges what was there and what was done they have the the the blues festival um they're now participating in our picnic our annual picnic that's been going on for years um so they're aware of what went on out there now whether or not they're making an effort to uh support it wholeheartedly I doubt we move on the suggestion yes right so I'll start with the first motion yeah um I move that we agree to work with the Johnson family on their recommendations for restitution regarding the willow tree from that can I make a friendly amendment they they uh refer to it as the Patterson-johnson found sure thank you patterson two t's E-R-S-O-N we have a motion and uh seconded by Commissioner Sass Commissioner Barry all right commissioner don't commissioner Gardner Commissioner Gaydon aye commissioner gore aye commissioner herskin okay commissioner knowles commissioner mclendon all right commissioner says commissioner small commissioner varland aye thank you and the second motion motion the second motion that's what you said but let's just put it into the put in a big commission our big plan yes all right um I moved that we take our collective recommendations regarding the Russell City willow tree and integrate it into our overall action plan report seconded one more time yes uh I move that we take all of our recommendations today and integrate them into our action plan report as it relates to the willow tree so it's moved and seconded uh right okay so we hear discussion okay commissioner berry aye commissioner don't commissioner gardener all right commissioner gayden.

Commissioner gore.

Commissioner herskin aye commissioner Knowles.

Commissioner McClendon?

Commissioner Sass.

Commissioner small.

Aye.

Commissioner Varnett.

Aye.

Good work.

Thank you.

Um, that moves to pop-up events.

Uh, this is the information on item.

And I wanted to at least uh try to share.

Uh we need to um promote, yeah.

Let me while they pull that up.

Let me ask um Commissioner Verlack and Commissioner Barry.

I agree with integrating into what we're doing.

Did do we need to have a subcommittee do that?

Or does each subcommittee talk about this?

Because I think I think another subcommittee would help.

Um, and it's true, it's voluntary.

Let's let people who want to do it because I want to do it.

Um I'm down.

Um, and then I know other people actually have jobs and stuff, so um.

If I can just say something, I am not against it, and I'm not the chair, but I'm just saying from my position as chair of DAR, I'm not against you starting it, but just understand that because we've already approved it going into the final report, I will be kind of asking for results.

Um, results and the timeline and Mike will want it.

That's all.

Okay, I can I agree.

I'd like to call ECC.

Yeah, I one idea also to consider is making this as a part of a discussion, a standing discussion item for the community listening sessions subcommittee.

Um since you're already on the subcommittee, so is Commissioner No.

I'm also aware that the city of Hayward and also city community uh is an involved in an ongoing.

I don't even want to write just well, no, but discussion.

Gotcha.

Because there's a redress fund.

So it will more than likely be dealt with in some form when that comes to fruition.

Right, and it makes sense because community listening session, you could think about the focus of this subcommittee primarily for this first part of the year, better part of the year, 2025.

It's been going out into the community presenting and collecting information.

This is another opportunity, a pivot point to now say your community listening, but you're also community action.

So some of those connections you made during those listening sessions, people can now come back to you as representatives of the reparations uh commission and say, hey, what about that thing that came up?

Who do we turn to?

The listening session subcommittee could be well, balls in the city of Hayward's court right now.

Yeah, for this sure, you all could be that subcommittee that also you know focuses on community related matters for this body, as opposed to creating a whole new subcommittee, please.

I employed these.

Okay, no, I don't think we can only have one session left.

That would be it would be the listening session subcommittee, set of DAR, admin and budget, or that committee is now so that committee open to that recommendation.

Oh, I am not sure because we have one listening session left.

How would we intertwine this into uh it would just be another agenda item?

And now we're talking we're talking about through the same thing that we're we're gonna talk about later.

On the 14th, we're gonna be in Hayward.

No, no, no.

But what we've what we've already said, um, suggested on the floor that the I am just uh that we'll have to take that under advisement.

We're gonna have to talk about it, but I I think what has been said, it's been suggested that the listening sessions actually take what has been presented to us over the last six months and go to the community and say this is what's been suggested to us.

That's one way to do what you're suggesting and not be different from the plan that we're already doing.

So I I think there's a way to do that.

I don't and I agree, I don't think it should look rest any other place, and I think it stays within the timeline.

Um, let's talk about it when we meet next week and you know, cross the T's and dot the I's on it.

I do think I think there's a point of clarification, like who's gonna do the work?

Is each subcommittee gonna do some of it?

Is it committee gonna are we gonna work enough?

So that's where the we can we can put it on the agendas of each of the three committees, and they can all take their, you know, shadow decision, and then uh we could call a special meeting, you know, or but we could like you said work it out within the subcommittee.

Right, because we just had a 20-minute conversation and you're expecting a one-minute answer, and it's like there's a lot of stuff on there that you have notes on.

Where it's like, okay, yeah, let's do it, but I don't have all the information.

Commissioner Sasson, I could just add just because I was talking to the director loach about this, and we are gonna be in Hey, we're gonna be in South Haywood on the 14th, and you kind of already got invited, but you said it wasn't on your radar.

So I was like, maybe community listener sessions can come back and have a short presentation on a tree and ask for recommendations with us.

Just putting it out there.

I know, like I said, it's a 20-minute conversation, but just wanted to put that out there as an option.

Yeah, my uh fear is that nobody owns it and then we don't do nothing.

It kind of falls between the things, not quite that committee, it's not quite this committee, and it just kind of collapses in on itself.

So I'm just that's that's the only cautionary.

I understand that.

So each committee can next week agendize it, talk about it, it's just to get it back to an action item, which is our decision-making process, right?

That it just gets agendized some way because that's then we take action and we know that we're working that we have committed to doing it as opposed to informational, is not part of like we made a decision on it.

So I just want to be clear that we're we're moving towards making a decision on something.

Well, okay, yes, yeah.

So the so the task is that each subcommittee is gonna discuss how they believe they could either address it or help address the um motion to integrate into the full report.

Okay, so it's going out onto the subcommittees, and let's be sure and agendize.

Everybody who chairs a committee, future committee, future, be sure to put it on the agenda, and ECC will hopefully come back with where it's gonna land.

Thank you for the recommendation.

Um okay, so um so I was gonna share.

I'm just gonna share my screen here on uh this document that I I have, I think it's on our SharePoint now, but I wanted to walk through the pop-ups um and they are now I believe on the website.

Uh so the the 17th is housing stability, and that's with the healthy black families.

I mean, you see the partners here, so there are there are lots.

Um, and working closely with Willamina Wilson and Erica Weisinger.

Um, and then here's their flyer, and then on the 20th, the BCZ does an art and soul every Friday, and that art and soul and uh at their space uh in Oakland.

Uh this is the flyer, and then um uh commissioner vice chair uh McClendon is lector parade, and so we do thank you to um supervisor Miley.

We have a tent, which I'm excuse me, we have a booth, so we'll be doing our thing there.

Uh Commissioner McClendon is also going to the vendor training session and he'll be presenting uh about the commission and asking them to do the survey.

So we just try to push it.

So on the 17th.

It's on the 17th, uh six to eight.

Yeah, and it's a closed event, so all the vendors, but it's a lot of a vendors, and it's almost every black vendor in Oakland.

Or excuse me, the whole area.

210.

Wow.

So it's a great venue to be at.

We'll get in touch with them, we'll have the site in and everything.

So but it's a closed event, it's not open to the public.

It's a closed event.

So thank you, Larry, for making that happen.

Um it's right on the 17th.

I did not add it because it's not gonna go on the website.

That's not it's not technically a pop-up, it's more professional session.

Well, that actually is oh, yeah, yes.

That's what a pop-up is.

Yeah.

Yeah.

Um I think it's up the are you saying we should put it on the website?

It's a closed event though.

It's a closed event.

No, that's fine, but I understand it is a pop-up.

That we discussed pop-ups.

This is the trademark when you're doing it yeah, that is what I had envisioned.

Yeah, so um, so we will be if anybody wants to volunteer and and work that day at the booth that we're setting up um commissioners please come we are we are just we're doing surveys we're doing surveys to look how's called both digitally on in paper so if you um want to volunteer oh can I have a sign up first uh yes as Deb and Aaron as the surveys you could those are the old ones can we have some new ones printed for Friday to pick up for the Sunday event filled already so I see C joined an email to have a hundred of them a hundred of them ready and a box of pens and pencil.

I am keeping you both in my thank you very much so I just told them to let you know what time is good for them.

Not a Sunday event I'm Saturday then well I you know I've actually gone out on Sunday to farmers market and have been handing out the card and talking to people and inviting people I'm just I'm just finding Monday ish.

Yes that's on Sunday when I go out with it so then the if I can go ahead yes we finally have the criminal justice um pulled together it will be at the alumni association um it's with the legal services prisoners um all of us are none and in partnership with Jessaboudine so both um Dr.

Tanisha Cannon and um will be making comments and these are our community partners there so that we have calendar now as a pop-up here is their flyer and then Kingmakers um we've got them they are going we're piggybacking like the EOIDC you remember how that you guys had a program and then we're on the second half they have um they have a program that's happening and um where they're going to the actually the Oakley museum and then they'll walk over to our event from three to five so over at Metwest um campus here on 10th street.

So now we're partnering with Kingmakers um and they're working on a flyer right now for us um and that's on the 28th and then this is the flyer that they've drafted us.

And then March 3rd uh this is the partnership with the Berkeley Unified School District uh they did their tap they have their reparations task force so the education and schools one will be in Berkeley uh so we've got two in Berkeley now and so uh supervisor um uh bass I think he's gonna attend and the mayor will be attending um not sure if this one or the displace uh the the housing one and you see that the same partnership so that though that two groups that this collective came up with two events housing and education and then um the March fourth so live free USA which is Pastor Mike McBride and Thug Therapy which is Mr.

Fab um are looking he's the the CEO of the Dope era uh initiative to host an event so we just got this date um on uh excuse me on the fourth at on telegraph and that is open to all and these are the partners with them on that I think and then say you I have a placeholder for you.

So I have the Shapco College and whenever you know so that this is a document that exists that's organic it gets updated all the time I try to put the flyers in and everything so uh so that everybody has tracking it's anybody to attend so as a commissioner if you come I will definitely uh raise you up if you want to make comments you can make comments um but it you know is very driven by those partners you know sort of like how do you want to do the housing one and they sort of say this is how we'll do it but the the majority of it is how to do listening and all of these partners have done community listening sessions um to to build the work that they did so I've really kind of just piggybacking on their work.

So you actually have a date on this now, the form is.

But I didn't know how to do the form, so I didn't, it's not filled out.

But yeah, we have a date location.

Two community partners so far working on some others.

And we've invited you all.

So you can fill it in.

I'll send you the link again.

Okay, thank you.

Um and so I have it on a Google drive, which links to the SharePoint.

So because sometimes the SharePoint is hard to get to.

I know everybody.

So I want to.

Do you have the event we're doing this weekend as part of this?

February 14th.

February 14th.

With my session, right?

Yeah.

14.

It's not a regular.

Oh, okay.

That's it.

Oh, you mean for I mean um twins?

Brandon is.

Yeah.

Yes, it's a pop-up.

It's just the table at the uh, and if it's all it should be on the list, you know, I yeah, definitely should add it.

Yeah, because I have your flyer.

Yeah, please.

That's right.

Um, all day Sunday, I can't remember.

The parade starts, I think at like nine or ten.

And then the booth people coming over to the booth, um, they said 12 30 to 1-ish until about seven.

One other one, the healthy black families again.

So there's two.

The housing one probably would be interesting.

That one's the 17th, so that's right around the corner.

And then the other one is the March.

March 4th.

Yeah, on the 22nd.

If people are looking to come to Black Trade to help at the booth from like 12 to 7 is really the kind of critical to 7 hours.

Yeah.

And then there uh I'm trying to bear.

Yeah, so um, like a couple things.

Um, I did get a chance to meet uh probation today.

Uh Shauna Connors, Shauna Connors, she works under Brian Ford.

And um, they have agreed to try to identify dates by the end of the month for both Camp Swinney and Juvenile Hall.

So those are go.

Um, because of the environment, uh, we're gonna need to have some control in terms of the number of adults we take into the space.

Uh thank you for being on that call today.

It was really great to hear your voice.

Um, but I would say that we need at least one uh other you know, an additional commissioner coming back to June hall, brother.

Is that what you want?

Yeah, yeah, yeah.

I'm looking at yeah.

Um we wouldn't use one one other commissioner to come, but uh we're trying to keep that group to about five adults because uh at Camp Sweeney, our best bet is to get five to eight young people there.

Yeah, yeah, that's what's left.

We're grateful for that.

That's all they have.

We're grateful for that, and then at Juvenal Hall, we're looking at a group of 15.

Maybe, yeah, yeah.

Um, so those dates will come over uh by the end of the week.

Uh there is uh a day pass clearance, so you know, if it's not uh commissioner knows we'll have to fill out some paperwork to make sure we're clear to go in.

Oh, got two, I don't know.

Yeah, we we would have to.

Um, they will provide the photography and videography services um so that they can have their rules followed for that, but we are allowed to bring in food and do the presentation however we choose, and we'll have one hour uh with the kids, not two hours, so one hour each.

So um so that's one thing is just the update on on the access to our kids that are currently justice involved.

And then the other thing is uh question about the uh document.

Is that being updated regularly?

Yeah, real time.

Okay.

So I can go in and I'll quality control or the uh events that are listed.

A couple key things.

If there's not an address, uh actual address, the RSVP requires that there's an address.

So when you saw perhaps, hey, there's no RSVP link at the time when the developers look at the form, the address wasn't there.

But I said put it on anyway.

When the address gets in, we'll just add it later.

So we'll go back and clean that up.

Um, same thing regarding flyers, uh logos, things like that.

Um, they need to be added there because that's where they're gonna go and pull that information, right?

Um, so I just need to just text it to you.

Yeah, so like if if you're missing, if if I don't have the information in there yeah um just text you the you click on it, it's the event brand, it's got all the information that you need.

Okay.

Big deal.

Um, and so yeah, so for update information.

So it's just important to know that like what pieces are needed in order for those other pieces to populate right so just kind of go in and I saw the email for Shabon.

Yeah thank you because I was gonna ask you about it so yeah yeah I thought so I'll make sure that gets in as well and um just so everybody knows that they've said this a couple times but um if you have web request updates please send them to me by Friday.

Send them to me by Friday generally speaking if I get them by Friday they'll update by Monday evening.

Now they've asked for a week turnaround but almost I would say about 90% of the time they're done by Monday evening like three days later but but they have asked that we you know give them a week to actually make the updates especially if we have a lot of updates that need quality control checks.

So that's it.

I have one question uh Commissioner Barry about the website um would we be able to do a link to the survey um go on there absolutely uh as long as I have it um I know at the retreat we we were talking about the second survey right yes I don't I don't know that I have it electronically if you sent it to me while I was away I apologize I don't know where it is please resend it to me we can replace the video at the top with that survey of that I think we we can move the KTVU stuff and put it as the first thing we can do is move the other thing to the resources and then when first land you'll see survey survey survey yeah right we can absolutely do that but again if you sent it you know charge my head and not my heart resend it to me and we'll get that with this week's updates okay thank you so much I will right now I'm not sending to you okay and if there are corrections so I just help me with this one so this is the website and Kingmakers and see how it says it's so tiny here it says February 28th to March 23rd.

So when I when I went to register it blocked out like a month right so is it that's quality that's quality control with them.

What's the best way to give you those information pieces?

Whether it's updates new information whatever it is you need done to that website just get it to me by the Friday um I share that with them and then when they tell me they're done I typically say okay call me and then I go one by one and I do the quality check with them to make sure everything's clean um so just send it to me email it to me and anything I have by Friday again I'll send and then we'll sit and text together you know okay so so happy to send the email so today's Wednesday so should I tell the partners it will be corrected by Monday.

Yeah I think it's safe to say stuff will be updated by Monday.

Especially since I wasn't available this past Monday they'll be good about updating with me.

How much traffic is the website getting no I don't know do you we want analytics on the website?

Yeah that would just be just because you know I mean I I know there are some websites we have a website and that yeah and more of the information you get is from the conversations not the website but if you have a website it gives you validity.

Oh yeah website cool and then they'll talk to you but I will see I don't uh do we have to get that from the library the analytics on the website on the website yeah do you have access to the analytics or would it but we probably have it it doesn't have to be a big huge long report just an idea of traffic I think that'd be what it depends on what they have set they may not have anything totally get it but I'll email them right now.

Okay thank you.

Okay.

RTA I'm sorry Commissioner there were we able to um determined we could do on the RSVP like just plus one so we don't have people going like plus 30.

Yeah that was asked a few weeks ago they tried like 20 different solutions not get it to lock down just for one but with but we did try a few different things.

We don't have any money left.

So I don't want to come back if we want the buying of the plug-in, but we only got four months.

So I told them now we're not paying for anything that makes sense yeah.

Okay.

Okay.

Okay.

So this item is informational.

It had come out of the um retreat in terms of speaking on behalf of the reparations commission uh I I just wanted to clarify um that with requests have come to me personally, they have not come to getting commission.

So when I was invited to KTVU or radio, they are asking me, not uh as opposed to a request to the commission.

Any request I get to the commission, I would put forward and say, hey, do you want to make a comment or do you want to speak to whoever?

Um so I can clarify like this speaking.

Either I've known those people or promoting uh the commission, and that's how the request has come to me.

But happy to any general, we just want to speak to I will I'll put that out to the commission.

There's a couple of things to observe though when you're speaking on behalf of the commission, like you cannot represent any votes, you cannot articulate um a position, right?

It's just very um neutral because uh obviously you're in violation of the brown act.

So I just wanted to put that forward in terms of how things um are generated and coming to my desk and then um how I you know would put it back out to you all to have input and feedback if you uh serve in that capacity.

Can I make it just a piece of input as I get speaking requests also and representing someone?

There are many times I will just reach out to the group I'm working with and ask them or or see if there's someone there who has insight or something that would be valuable, and then talk to the requester if that would be okay.

And if it's not, that's fine, but that way there's more transparency so everybody knows what's going on.

Is that's how that's how I've always handled it and let them know.

And in the them is who the people, anybody who's requesting me to speak at whatever event or representing someone, they'll call, hey, can you come over and do this?

It's like, well, you know what?

Let me talk to this person might be of value.

Can I invite them and or if it or if they say no, you go ahead and handle it?

Just so everybody knows what's happening at all times, and no one's you know blindsided by something.

Okay, so now I think we've got uh crunch time here to get to the subcommittee reports, and this is where we have action items for each committee, what they're gonna do.

Hopefully, you've had enough uh time to talk through that scope of work and the action items.

So I'll just tick down all the chairs and should have seen anything.

Well, um, this was a draft plan.

The one for one with the brain top part.

This was taken from the um the easel.

Um so uh uh everything here is the same for admin and budget.

Only thing I would add is uh management of vendors.

Um, that's it.

You would add a subject, yeah.

Uh yeah, subcommittee subjectives, yeah.

Um, and then uh we don't want to committee update.

Yeah, no, yeah.

Um, and just so uh as a um as an admin and budget committee update.

Uh we are projected to still have a surplus overall budget.

Uh there are two uh roots on the ground group that we're about to engage with, figure out kind of where they can fit in.

I have to get those groups over to air so they can uh become performers, and then what I'm hoping is for the last couple weeks that we can uh not only uh employ those folks, but they can uh kind of spread out through the county.

Uh the decision for two groups is because the county is very large, and I didn't I wouldn't have confidence in one group to do all the physical outreach as much as possible.

So I'm engaging with two groups.

I'm gonna get those uh folks over to air so they can go through the process and then uh and budget admin on uh Monday.

Oh we're not even meeting on Monday.

Yeah, yeah.

It's a holiday.

We're not meeting up, we're not meeting on Monday.

I wanted to go over those groups.

I'm in uh committee, which we have to move it to next Monday.

But that is one of the things that we are engaging with to get more surveys from people who live within the county.

Um, um yeah, so we're we're still we still have a surplus.

Uh if there are line items that any other subcommittee needs, please let me know.

And um and just always uh pay me.

I broke my iPhone too.

So if you have five five ten number, I can't even use that thing yet, um, which I'm really disappointed.

I've just realized how much the damn phone you need.

My Apple cards on there, my clipper cards on there, everything is on the iPhone, so I'm kind of dealing with that a little bit.

Uh, but for the most part that I think that's the update from the admin and budget.

Um, again, we will have a surplus.

I don't know how the board of supervisors is gonna view our efforts if we have a surplus at the hand.

Go ahead there.

I just want to say, like, um, you know, just one perspective on that is just on the in-kind support that the library has given as well.

And looking at you know, payment for staff time and and oh, absolutely.

Those sorts of things.

So a surplus is maybe not permanent at the end of the day.

Right.

Absolutely.

Uh yeah.

I wouldn't oppose for it the library to absorb any of the stuff, all the work you've done, the commitment and multiple different staff members.

Um, so if if we get to that place and we can figure it out, I think that'll be a good place to uh identify where the rest of those funds go.

Also, if there was pushback on that, it could be in the recommendations rolled over to the next phase.

So I think that so we have two areas and ways to deal with that saying yes, this was here, but we have stuff to do that we weren't able to fit into this period of time, but it's needed to go forward.

Also, there's departments in the county called internal service fund departments, and so those those costs are coming back to the library too.

ITD is one of them.

I sent you the website quote.

So I we're gonna give back those.

So I'm doubtful about that.

So we'll see.

Yeah, based on what uh like what we've been spending with our vendors and things like that.

Um, that's where we're at today.

Um I didn't have the I didn't do the fully updated budget uh because we were uh I was going back and forth with one vendor about payment, and so when we get that vendor paid, then I'll have a full update.

But as a reminder, you can always go on SharePoint and tap into that budget link.

All right, just uh let you know, I will not be at the 23rd, because I'll be working all weekend with you all.

Um, and so uh if you have other vendors that you all discuss, just let me know and I'll work to get them set up in our system.

Okay, take care of that.

I'm hoping to have those guys over to you tomorrow because we have uh I will be out of town.

Well, the library's closed tomorrow also for holiday.

The whole county has tomorrow off as a holiday, and then I will be in a cabin in Lassen, right?

Like, so I will not be in the yeah, we don't have Wi-Fi or signal up at the cabin.

So I will I won't be available until Tuesday.

Um, but yeah, the library is closed Thursday and Monday.

Um, can I make a clarification for the DAR committee people?

So the vendor, because I I know that y'all had worked on it too.

So the vendor that Larry's talking to the two vendors is the canvassing part where you had gotten that busy high quote, and so the two vendors.

One is coming from BCZ, so they can't see the second one.

I want to make sure DAR has a line of sight on that canvassing has shifted from y'all.

That's amazing.

And I'm on a committee.

I just want to make that for her.

Yeah, so I just want to make sure that that distinction and if you would like to uh support Larry on I don't know, when you say canvasing it going out, yeah, handing surveys and getting surveys, tablets and paper.

Excellent.

They have grocery store.

No, no, that's that's perfect.

Yeah, you particularly shad because uh you had done some heavy lifting on the DAR committee about the canvassing and provided good insight that you know is very expensive and prohibited.

So I just wanted to make sure that you got visibility and shape to the admin budget vector folks.

But the the core of the work has already been done.

The survey, all we're doing is is giving them the survey and then an admission to go out.

Yeah.

Yeah but that that it just does this is create visibility for you because they were looking for a canvassing organization and had identified one but it was so prohibited oh yeah yep so I just want to folks so just on that soon out then we should hit our 400 survey point.

That's the goal hit that yeah we have these other things going on so as you know daunting as it seemed last week with all the work that's coming through and you know and like I said I I texted and emailed everybody I knew we should be able to bring more enough of the surveys to get at least the foundational information and if more surveys coming after the fact that means yes we still need to move forward of this because there's more information so we can better identify and tighten up and get this moving forward okay perfect.

Absolutely as of tonight you have 55 survey responses.

Of the of the new ones and then the old ones survey the long form and the short form and the short form we have what was it 100 no 70 something 120 and so yeah then we're going in the right direction because we have a lot of loaded work you know loaded things coming up in the next week so we should hit that goal excellent.

Okay.

And then I would add that the uh black joy uh parade leadership uh will also be sending our survey link out to those 210 businesses additional to our pitch at Emberton Jones additional to having space at the actual parade so I feel way like very confident that we will hit the floor of it and can I mention as they send it out and this is what I've been telling people who do you know yeah and that's why I just thought I just talked to someone and they said oh I'd love the fact that who do you know this African American that grew up in the county or grew up lived or lived in the county of Alameda also oh shoot my and great send that to them too so who do you know is key.

Yes uh okay so the action item is um the motion would be uh the the commission support the scope of work and timeline that was presented by the admin budget that's the most somebody make the motion and second it and you get all the doing support standards and committees I can make the motion on model thing make a motion that's a subcommittee admin and budget subcommittee scope of working question and timeline second second paper commissioner bearings aye commissioner gardener um what do I do voting on a reason I I vote yes commissioner knowles aye commissioner sass and I commissioner hearst commissioner gayden aye commissioner mclinton aye commissioner small commissioner farm all right commissioner done okay uh we'll hand it over to the listening session commissioner okay as I was asking my fellow committee members are we on board with this section here of the timeline for the community listening session that we set at the um retreat the retreat are we good with this yes maybe okay just you are you good can you tell me the date on there because I didn't packed up my papers that's the well there's the the whole thing the sheet right there are you good okay so while they're looking around, I will do a quick report.

Oh, that shot.

Are you good?

Yeah.

Okay.

Um, while we're looking around while she's still looking so um uh survey distribution.

Um, yeah, I'm not sure why that's on here, but there's a survey distribution.

We're talking about the existing session on the 21st.

Um hopefully that will be strongly attended.

I don't have the numbers of the RSVPs yet on that, but I have invited all the politicians that I know in the area.

Hopefully, the um uh they'll be able to come Supervisor Howard, uh, chief of police, um, Sean Washington, which is his last day, and um he's retiring about the chief of police from Oakland.

I'm trying to get him there because he is our new chief of police, um, and then the mayors of uh um union city and newark, there is a um the California DIMS conference that same day.

So some of them are saying they can't go, but it's like, hey, they know you're a Democrat come to ours anyway, but um uh other people have been there.

Ms.

Gene Ficklin will be at the event.

So I'm hoping with all of the people who will be there and so we'll be able to get great surveys out and getting the surveys distributed at the library's gonna be very hard.

And the library's gonna be really of course, because it's at the library.

Um, and I also want to commend Aaron and her staff and uh I know I come in there, they're probably going, who's the crazy person?

But they don't kick me out or arrest me, which is very nice because they're right next to the conversation.

But no, then we take stuff.

Um, also on the 14th, we should be able to get some good surveys or at least some awareness of them there.

Um, and then community feedback sessions for early recommendations.

We will be discussing that at our next meetings so we can kind of figure out a format how we want to do that.

Is there a yes, we want to talk to our community partners who've already been involved?

Are there organizations that we want to go to when say, like I said, you know, before the NAACP, a hundred black men, a hundred black people, whatever it is, we want to go into their space and ask them for feedback.

So, as far as scope and work timeline, do we have buy-in from you?

Um, clarification.

I heard the gentleman, I think his name was we can accommodate uh what is it mid-March or something?

March, right?

I just want to make sure that that's captured that uh we have that extra time.

Yeah, and we're gonna need it.

Oh no, he said he repeated what I said in that February date that's on there, that's the thing we're gonna talk about now.

Um, and if we could get to that, which I think is the elephant in the room.

Maybe you could bring that up because we're about to take an action item.

The February this first portion.

So that first thing that says that we're gonna have all our recommendations done by the end of February.

What I'm suggesting of what's gonna come up at the next agenda item, is that we have it done by the March meeting.

Which is March 11th, which is the 11th, yeah.

Okay, so I will put with that change.

Are you?

But we remember that about the March 14th.

Well, but I think what what was suggested was that and I think Mike looked that if there were significant things that come out of the March 14th meeting, there's no it can't be added.

So, yes, exactly.

When is the drop down date that you think you'll have juvenile?

I asked them if we could do something by mid-March.

Oh, if we could at least compromise to mid-March, because we March 15th was the last day.

Yeah, ours, and D2 is the 14th, right?

March 14th.

Yes.

Okay, uh, so I think we see he's and is he no, he didn't.

Oh no, he's there.

Okay, he's here.

Okay.

I think uh me change should speak to it because the caution moving the late, I mean you we don't have the timeline here, but we want to also leave room for you all to go back out into the community and share what the recommendations are.

Understandable too.

Before Michael speaks, can I say something quick?

Yes.

Okay, so as we're doing all of this, if we bring this information in and you're thinking, okay, we have to have it all here, they're not gonna be able to work on entirely.

So if we have a framework of things that are the most recommended, and those are what we say, hey, this is everything, and then we have additional information, you're adding on to it.

It's like building a house.

You have the foundation, the sides, and everything.

Then someone says, Oh, you know what?

I want these cabinets.

Fine, now we've got that.

So, you know, I think we're we're okay if we get the bulk of the information or recommendations on the floor where they're needed, and then if more information comes in, trickles in by that mid-March, it could be okay.

Michael, is that something you would agree with and understand what the commissioner just said?

That's it.

Yes, all for that.

So yeah, I think that's the biggest thing.

Um, what is the bulk, the main things, the really key recommendations you have.

Um, and like I said, I think this timeline can shift a little bit to start number seven in April, as long as y'all can get like the key recommendations by the end of March.

Um, I do think that whenever you're especially your priority recommendations, if you're really trying to pull the stuff that um from the themes of the listening session that we've given you.

I mean, um, as the tree said, there's plenty of places to start with some of that information, too.

So if you want to bring that back to the community, and then you can do that in March, and then make sure that you've like cross your teeth and dive your eyes on some of the core things that you really want to lift up and have that by the end of March.

We can work with that.

Um, like I said before though, I I just want to make sure I think that the challenge would only be on our end if there's significant amounts of extra information you need for that recommendation, like you need to do some extra research, you need to find out who what where those things would significantly push the time of the writing.

Um, other than that, I think we'd be fine if you had by the end of March a really good here's our key points, here's at least the first action step for making this recommendation happen.

Um, you may not have the short, medium, and long, but at least if you have like the most immediate action step, I think that would look good and going into the report as well.

And Michael, to to dovetail on that, as we're making the recommendations and we find that we need more information because something significant came up towards the end.

Part of the recommendation could be to continue the you know, make it this section.

So even though we might not get everything we need there, we would recommend to keep going forward as a permanent paid whatever committee commission.

So that would cover that issue that would come up.

Love that.

I would also add to that that the first rec like per given recommendation, maybe your immediate uh action step is to look further into it.

So we may not have all the answers immediately, but you want to have that that's an extra step, which I think would support continuing the commission moving forward to be a body to continue to look into these to take that first immediate action step in looking into some of these recommendations.

I think that that's a great way to build on this.

Um, and I also wanted to say as I was listening to you discuss the tree earlier, and y'all are having those thoughts.

So, thank you, um, Commissioner Varlack for bringing that up because I was like, wait, y'all are discussing recommendations that can go into this report.

So I'm glad like you're you like it's like yeah, it's right there.

So as you're thinking about these things, you have these ideas.

I think start writing them down, start putting them together because you're you're already thinking about the recommendations, so um, no time like the present.

Thank you, sir.

Michael, can you real fast also just highlight how an informing change, how are you all utilizing the information coming from the surveys, um, from the listening sessions, and also maybe yeah, I think yeah.

So we've shared we've shared back some of the information we have as we've collected them.

Um, obviously, there's gonna be stuff that's continuing even after you start making some of these recommendations.

Our key thing is to bring the data.

So, if you make some recommendations and we have in the data some stuff from listening sessions from surveys that backs or supports or talks about harms related to any of those recommendations, we'll pull those in in the sort of deeper discussion.

Um, I think as I shared earlier, we're gonna just have like here's the list of recommendations.

Like that's gonna be upfront, a clear thing.

Then there's gonna be a more in-depth later on type of like here's a recommendation, here's supporting information, here's the action stuff.

So in that supporting information part, we would bring in any of the data that was relevant, we bring in any of the background lit that was relevant, um, that sort of adds to your colors it more.

Um with the full data, because some of the data may not be relevant to the recommendations, we are gonna have an appendices section that's gonna have more details, numbers, quotes, all of that stuff and and the themes all in there so that anyone can go back and look at what the data you have.

So none nothing's gonna be thrown out.

We are just gonna selectively pull key things that fit with the recommendations that you all land on.

Wait, can I can I so this is part of the decision action items?

Okay, so if we're saying that we'll go ahead and move the um recommendations to let's say mid-March, so we get everything done.

We will need a vote, a decision, so that when we go to the community partner listening, not listening, excuse me, um feedback, right?

So that's so March 11th, we will have commissioned.

We won't be able to action item the drafts because we just did it to the 15th.

So we do we wanna call a special purpose meeting?

Well, how we I wanna make sure that you know it's not slippery that we said we agree on these actions.

It's like no, no, no.

Let's take a vote on what that recommendation looks like so that because we can start scheduling this stuff, right?

Um but I I want to take an a roll-all vote on what the what you're saying is that we can't come into the meeting on March 11th without it being uh already agendized.

Mean meaning we could be have a discussion about it and we all agree on the eight points with whatever the eight points are.

That that doesn't stand.

No, we can't, but now you're saying we're going to present the information on the 11th and vote on it.

That's what I okay.

Okay, so if that if that's what we're going to do, then I I just want to tell our consultants, because we'll give them all the information so it gets consolidated, right?

All the recommendations, so I'm just doing that they get consolidated on the 11th.

It can we can't we can't consolidate them.

Well, I'm just saying in terms of how to no, I'm saying the stuff that Michael has said that has data and the information that we gather.

I'm just saying, okay, that uh I don't have I'm not saying we can't do it.

I'm saying we can do it.

We we just need to have the facilitation and stuff ready so that we take a vote.

We take a vote.

So is that what people are anticipating?

Go ahead.

I think I see between me and Commissioner Barry is we're both aiming to get the youth voice in March after the voting closes.

Maybe since we have informing change and Letitia here, that could be a placeholder and we vote on the items because we're doing so many pop-ups between now and March 11th.

I think we will have data.

Part of the conversation of saying if we get this information here, they're not gonna be able to work on everything, so then that can come in later.

I'm just I'm just wanting to lift up.

Let's take the action vote.

Let's take the vote that day.

I understand anything after can be incorporated.

So let's take the so that we could take the vote that day of the 11th, so that and then the stuff that's gathered after can come in, can still come in.

Is it is right?

So that the feedback from the youth will still be able to be incorporated.

We we when or when would we go ahead, Commissioner Barry?

When would I we just need to take a vote on it?

And I'm just trying to land it can be after, you know, it could be on the 18th.

We can call a special meeting.

I'm trying to say when are we gonna vote to say those are our six, those are our seven.

Right.

Um question, uh, Commissioner Barry.

So knowing that we're trying to negotiate this deadline and date and also fit within our current meeting schedule.

Do we have the opportunity to properly notice instead of meeting on whatever that second Wednesday is to meet?

Just really literally meet the next week because that session will be done.

We'll have captured all you to vote.

Perhaps we is it the 11th instead of meeting on the 11th.

Can we opt to meet on the 18th?

Is there a mechanism for us to do that?

Okay, we can then we could so we would call a special meeting, so I want to make sure so folks who come to a special called meeting because it has to get it to be posted, and we have to have the agenda and we have to have the room reserved, so that that's why if we say we're gonna do it, then let's get the structure in play so that we're following.

You're you're you want to meet on the 11th and then meet and and then call a special meeting after, or you want to think that's what we're that's about.

So I think the discussion takes place on the 11th.

Oh, that's possible.

Yeah, we can we can have a special meeting.

Well, I'm looking at because she has to call the special meeting.

We I have to call the special meeting, and we have to make sure we can get a room and all of that because that's the other thing that backs us up.

We say can we get a room thing?

So I'm it how does that sound?

The 11th, clarity.

Okay, yeah, so why can't we move the meeting to the 18th?

Thank you.

Oh, you can that was my original question.

Can we just meet on the 18th instead of the 11th?

And and do uh, do everything, everything.

So that means Dar will be meeting on the 11th because we're gonna have a lot of work to do to make sure everybody's ready for the 18th.

Which we will meet anyway if we didn't have this, so Dar will still go forward on the 11th.

Everybody would still meet, yeah, yeah.

We can still hold them.

Yeah, yeah, okay.

Let's have a motion.

Well, let's have a motion.

I want to be have a motion while we're still under the real quick.

I thought we were gonna do an ad hoc then to hold on that, but we can do it before.

We have to hold on the 11th, it's our ad hoc.

We have to report back to the supervisor.

Well we don't have to meet on the 11th.

I just was saying I wanted to do the work because it's gonna be a lot of it with all the data coming in, but that's fine.

We don't have to meet on the 11th.

You have ad hoc built in here too on the 30th and on the room.

I think the recommendations but the 11th, we have a folder.

Supervisor Marquez was not gonna make the 11th, so the 18th.

Okay, move both of them.

Yeah, if it was moved, it'd probably work better for her.

Okay, March 18th.

Okay, okay, so that that does sync up better.

So we're changing the meeting to March 18th.

Well, I'm gonna make a moment.

That is what we're trying to do.

I'm just trying to so can we have a motion?

Um, and I'm gonna put this under, I'm gonna jump the agenda.

I'm gonna put this under decision making call.

Well, yeah.

So why don't we haven't done yours yet?

But but I but since we're here and we have a great motion on the floor, so can you make your motion?

Yeah, so I motion that um we move reschedule our March 11th, 2026 meeting to March 18th, 2020.

Second, second ed person.

Well, to reschedule to um final uh finalize the recommendations by the commission to give to uh for uh the report the action plan and report.

And you got a second, Commissioner Barn for that second.

Okay, Commissioner Barry, aye, Commissioner Gardner, all right.

Commissioner Knowles, Commissioner Sass, Commissioner Hursken, Commissioner Caden, Commissioner Gore, Commissioner McClendon, Commissioner Small, Commissioner Farnai, Commissioner Downs, okay, great.

So then uh I'll give you back the floor.

This is it.

Right.

The action items on the listing session.

So since this format, we would just change the February to March on here.

So with this being March, provide individual recommendations for review compilation, and conclude remaining community listening sessions.

So with that, would um can I make a motion?

Yeah, you can.

And I will move that we accept this the change to be March.

The scope of work.

Second.

Okay.

Roll call.

Are you having a question on the motion?

No, yeah, I'm sorry.

Motion uh your motion.

No, uh motion.

You seconded.

Discussion.

Any other discussion?

Thank you.

Commissioner Barry.

Commissioner Gardner.

Commissioner Knowles.

Commissioner Sass.

Commissioner Hursken.

Commissioner Gayden.

Hi.

Commissioner Gore.

Hi.

Commissioner McClendon.

All right.

Commissioner Small.

Commissioner Vernon.

Hi.

Commissioner Dones is excused.

Oh, yeah.

So I know we are running long, so thank you so much for your patience, your diligence.

And so now the DAR will go to DAR on your action plan.

That's the plan right now.

Or your simple working time.

Yes.

So I think just following as to what Mike said regarding number seven and eight.

Those will both be moved to March 31st.

And then number nine will be moved to April 30th.

And just as a refresher, seven and eight are the action plan report review by the commission as a rough draft.

And then the action plan report by report review by community partners and allies.

Wait, it looks like this isn't.

I think seven to nine are the same.

So nine will go to the end of April.

Are you on the timeline?

Yes.

You were doing this for DART or just overall.

I'm just doing this for DAR.

Oh, for DAR.

Okay.

Oh, yeah.

No problem.

Um, so I was saying for on it on the reparation commission activities, number seven and eight will get moved to actually this is what I want to do.

Eight will be moved to March 31st.

Seven will be vacated because it appears to be the same as nine.

Rough draft and draft.

Okay.

Is that different?

Or like we gotta give them something.

So it will be up and then we'll get back a draft.

So I think keep rough and one point.

Oh, and two point oh, our concern section isn't here.

I was saying you're going over this.

You're jumping back and forth, but I have a pieces to put in your report.

Three.

Yeah.

Okay.

I don't have.

Oh, we'll have you do have it.

Yeah.

I have it, I'm just gonna have it in front of me.

Yeah, exactly.

That's your section, but it's okay to put yours.

I was just putting your stuff to that.

Yeah, that's what I wanted to do.

What's she just saying?

What's she said?

That was the motion.

Okay, but yeah, if it pretty much is the same.

I mean, you're just putting dates specific on it.

Yeah, so we will say if we want to be super super specific under number three, um we have already voted that that will happen on March 18th.

February 1st will now become March 18th.

Um providing outstanding surveys will move to 315, because that's the deadline for our um last pop-ups.

Um then we just I just I'm guessing I'm making an omnibus motion.

The third uh the second bullet point March provide draft report, that will move to March 31st, and that will also include the rough draft report to also be reviewed by community partners, and then for April, we already have that, which is that the draft plan for ongoing survey and website management will be wrapped into the draft we received back from informing change in ECC.

So the deadline for number nine, which wraps in bird bullet point will be April 30th, and then May and June will just be continuing along the lines that we already voted on.

So I don't, I hope we were taking notes.

That's a long motion.

We just make a motion that to move the scope of working timeline as presented.

Correct.

Okay, thank you.

So my motion is to move the scope and timeline for the DAR committee as presented.

Second.

Second it.

Commissioner Barry.

Aye.

Commissioner Gardner.

Commissioner Knowles.

Commissioner Sans.

Alright.

Commissioner Hirskin.

Aye.

Commissioner Caden.

Aye.

Commissioner Gordon.

Hi.

Commissioner McClendon.

Aye.

Commissioner Small.

Aye.

Commissioner Barland?

Aye.

Commissioner Dones.

All right.

And then I guess the final recommendations process will be talked about.

Dr.

Gardner's going to do that part.

That was the part we talked about, right?

Yes.

Yeah, that was that.

Okay.

Okay.

So we're good.

Okay.

So we're good.

The surveys.

So Google form that.

Oh, yes.

You all wanted to see the Google form.

Thank you.

But you were gonna you're gonna send that out, right?

We're gonna go over it.

We're gonna look at it.

And Dr.

Gardner was gonna share his thoughts on behalf of Dar.

Well, no, what we've already we've had this discussion a few times.

But for the good of the commission.

He said, Do you think what you do?

She's on public.

She's pulling it up.

We're making sure that it gets it.

We're gonna blame him anyway.

So what we're what we're suggesting um is that when you go back to your subcommittees, that there be a collective discussion in the first place about these items.

Now you can go through each of the items if you need to, but I would I want to encourage the subcommittees to talk to one another.

I actually think there's a lot of agreement amongst us on many of these things.

Having said that, there are two things else going on.

Some people are gonna raise up one thing, other people want to raise up another.

And there's a third thing going on.

Not everybody who's on the commission is on a subcommittee.

And I'm asking that Deborah um meet with them individually to get them after that first discussion of the subcommittee.

People take this form and take it home and fill it out and come back the next week and have the second discussion on it.

Um people most people will do that, some people won't.

Um I have mine up already, by Rodney.

We set it so um, and then on that second discussion, um, people come back with their forms filled out.

If there's a collective agreement, there's one form coming from the committee, and then each individual can either submit one on their own, or they could just go with what the committee said.

And that's what I said would come up on the 11th.

Yeah, um, or now it's gonna come up on the 18th, and that since okay, and it's uh and that's where we said yes or yes.

Go ahead and go through it, fill it out so we know what we're going to do.

You might not submit it or anything, but at least we know, so we're all starting from the same base knowledge of information, so we have a so we can have a fruitful discussion.

So in that regard, when we meet in the listening session next Tuesday, let's have a general discussion about this.

And then the following Tuesday, let's fill out the form and okay.

But next Tuesday.

No, this this next day we I'll do I'll be there at the one after.

That's okay.

Okay.

I mean, I mean, I would wish that you were there, but it'll be okay.

Yeah, but we can we can always make it.

We good.

But we also have the form that commissioners can get their recommendations recorded.

All right, so if you're not going to be there and you want to just send in your recommendation, this is where I am, we can always include it in the discussion for the committee.

Say send in.

Are these going to be handled solely by the SharePoint?

This is for the committee discussion portion.

So this is like so Chad has the Commissioner Small says he will not be there.

But if we have a discussion and he goes, Well, these are the what I would like to see in the committee, we get together and go okay.

The committee has this presentation.

We all might have different hot points, but the committee as a whole, we're going to make work on making um recommendations.

Yeah, I think a point of distinction.

You're asking what's the accessibility.

ECC can distribute the form so that you don't have to go into SharePoint, because I know SharePoint can be challenging.

But that's why ECC has and this is you're gonna send it to each of us.

There's the link.

So you don't have to try to go back.

So again, no, so then they have a way of working.

We sent that out though.

Yeah, so she said you just gotta read their stuff.

Yeah, but I have a different thing.

I mean, it's uh yeah, because this is not public, but we want you all to take a look at it and see if that was something this is a format that could like and speaking of accessibility.

Will a committee chair have like one to fill out with the committee and then we'll send me a separate one for myself?

That's okay.

I was just thinking about that because the thing is once you all fill out this form, it's going to we can access it um and see it as an Excel spreadsheet, and so we'll have an exhaustive list of all the recommendations, but I believe we can see that.

So we'll need to share it with each of the subcommittee chairs, so at each meeting, you can talk about the responses that you have.

So we can do that, right?

And it would be simply just put committee form versus personal form.

Right.

So individual forms and then the committee form.

That would be great, and that's a minor change on on something like that.

Yes, it's so duplicated.

We're creating an individual form.

We're just gonna copy and do it.

Everybody will have an individual form, yeah.

The committee form will have the one to where we can all talk about and fill that out right and submit it, so it'll go in to different bucket.

Maybe I got that, but if it's if I'm recommendations and any visual, I share it with the committee, then it's implicating, no for a test, right?

That's why we're that's why we're doing it this.

So you're doing your own individual, and then we talk about it and say as a committee, this is what we want.

So let's say you like purple puppies and I want green ones, but the committee says we're gonna do red.

So you go purple, you go red, but the committee says we're all putting in red, because this is gonna be the committee recommendations over here.

Our personal recommendations are over here, so it'll remain separate.

I just want to lift up that you fill out one of these per recommendation, and it's about 20 questions.

So if you have one recommendation, you'll be you have five recommendations, you'll be doing this form a five times.

Let me open it.

It does this it covers that this form.

Yeah, bring back black open.

Keep going, yeah.

Uh a little more.

So the exact the these policy areas and categories, this is what we extracted from you all at the retreat.

When we do the gallery walk and the brainstorm, well, this list is captured here.

So we want to continue the general categories that you all have already identified.

It's just that if you have, I don't know, then maybe several recommendations that you have for housing or economic analysis, then you would have to come to the go back, you click housing, you fill out housing, you go into it.

So uh each issue you want to address, click it and address it.

Can you scroll?

Is there does it have another?

Uh keep going.

There is another two.

The only one I would lift up to you the one that is um funding mechanisms.

How are we talking about taxes?

Are we talking about fees?

That has been reoccurring in the other section here.

How but I'm saying if you click yeah, okay.

So I'm I'm just saying there can be something that's maybe maybe not in the recommendations.

So what would be at the form does is that it brings up budget as it relates to each one of those items.

Yeah, okay.

Okay, you scroll back.

So we can cover funding mechanisms during that budget time.

Yeah, here we go.

This is well if it's on housing, if it's on education, if it's on the personal justice, okay.

Okay.

So yeah, so and it says, Do you have any potential funding considerations at the bottom?

Yeah.

Here.

Yeah.

For then in the other, I think your point is well taken there, but you can say at the larger point.

I know Shannon's been trying to talk because we've been running our mouth.

Sure.

So for this form, are there any fields that aren't required?

Because I could see someone having a decent recommendation, but not having all of the fine details.

And then so you can't submit because all the fields look like they're required.

No, that's a good point.

Um it's a good point.

Meaning that if you don't fill it out completely, it still gets submitted.

No, no, no.

No, or it'll say you must answer.

Is there a way to put it in a and it's yeah, yeah, you have or we can, you know, remove the house.

Oh, you need to you you need to do that.

I mean, the same thing's gonna happen on the um larger survey.

Um, like if I put housing, I don't have to elaborate on that.

It's housing.

That's a vote for hours.

Yeah, but you might want to uh elaborate on housing and saying, hey, these are my ideas for housing.

Either both of those should be acceptable.

Having an NA because if you're in a project working on something, you might not have the information you need to move forward.

So having a not available or yeah, that makes sense.

Okay.

I'd make another I mean, just I mean, some fields should probably be required.

Yeah, like what are the things you absolutely need to have for like a useful recommendation?

But as Deborah just suggested, like the the cost level that you know that might be too.

You can put an NA or we can we can easily add in a and then um if there's anything else um that you could think of, feel free to just let us know.

Yeah.

And and the good part of that is that when we go to feedback or when the reports and recommendations are submitted, say, uh some of these things we don't have the data or information for to make a strong decision of where to put the money where it's coming from, how much it'll cost, so that would uh allow us to gather more information and give more need to have a can uh continuing permanent uh commission.

You could need to want guidance on what's mandatory and what that would be wonderful.

I definitely could.

So you could could could the subcommittees commit to looking at it and saying you know, would the deadline be like?

Or we could allow everybody meets once a week.

Uh oh.

You could allow.

We need $51, uh do you guys feel comfortable?

What do you think?

Mandatory.

Do you want to uh creating an individual form?

That you there's a pathway for individual, then a committee format chairs and that'll represent adding in a um for non-mandatory responses.

Is there anything else?

That makes sense.

Is there a limitation on the we put in the comments?

Like a um capture.

Word cap, believe so.

I think they're three fifty to four hundred, and you can't put your whole white paper in.

But but having having that limitation does two things.

If you have more, you can always say, you know, that means we need to look more into this because we don't have enough information.

Right.

And this information is gonna go to the writing team.

So please, if Michael and team have questions, they'll know who to follow up with.

That's true.

If they don't understand, you know, which we need.

Well, my surveys are gonna have Alan's name on them.

I mean to say that out loud, I'm sorry.

Okay, uh, okay, so uh thank you for the form and lifting that up.

Would otherwise forgot it?

And just real quick, the last item here on decision making, um, can that that can come from a commissioner directly to say I want to agenda agenda and action item?

It can come from the subcommittee.

I want to agendize, it can come from the chairs, but just so anything that's an action, it can come in to me directly and I will action I will agendize it so that the decision can be generated or the uh proposal can be generated by AD once.

Okay, so this uh now if it doesn't come here if it doesn't come and everybody has the green light to do it and then some action is taken that was taken in a subcommittee group and then we'll be like you vote on it because it didn't come to be agendized right so was there a vote on the google use of the Google form it wasn't an action item he didn't understand they they um rolled it into the other action item recommendation it was a final recommendation format I just want to make sure for you all that you all understanding we're gonna use this form and that there's not any other new form let's move it if somebody want to make a motion on it will it have to be motion that we use the form that has been um advanced by ECC but um modified by commissioner small and others a recommendation that it be changed to two forms one an individual form one a committee form and that an a um section be added to questions that have to be mandatory or not mandatory.

Okay motion on the floor okay seconded second third commissioner gardener aye commissioner sass yep commissioner herskin aye for gay commissioner gore commissioner mclendon commissioner small commissioner far line okay thank you the meeting is adjo