 Before you guys joined and we have one new member who'll be looked at today. And then I've just wanted to do another round of recruitment so if there is anyone I can email out that language again just encouraging folks to to join so that we can have a quorum to be able to be a full fledged committee and I just take notes. And so that was just kind of like the membership and then of just quick updates from the city staff of just the city committee application updates wanting to see if there was an update there for, you know, as we're getting new recruiting and getting new applicants is there. Yeah, so we back so I went back through the way back machine because I realized that it had kind of dropped off and are not. It's been on my to do list, but it has not got a lot of attention. So what we did back in March is we did kind of refer internally for review to take a look at the back end. We have, I believe made a few minor adjustments like contact information, but where it sits right now is it sits with staff, just kind of reviewing the items that were suggested by email. And then I think the intent is to come back to the committee to say, yep, this looks good and this is the timeline. Given that what I'd like to propose is that typically what I'd like to do is align with like a key point in the year. So we've got the beginning of the fiscal year coming up so I think it's actually a good time to kind of push this and get it done. So that then we could say at the start of fiscal 24, you know, we rolled out this new application. And so it's a nice time to turn over because there's a lot happening. I mean, and it sort of old habits die hard coming from the finance office like July one is when everything starts. So what I was thinking is that if the committee is good with that, that's what we'll pursue and sort of trying to get things short up so that then we have the recommendation based on what's being suggested. I don't know that it'll need to go to council per se and it may need to just be an administrative review internally and then we'll brief council through the weekly memo that it's been done. So then, you know, because the content isn't like, I think it'll help. I think it's a good recommendation. I think they need to be aware. But I don't know that it's the level where they need to review it per se. So that's where we are right now and if folks are good with that approach, then that's what we'll do. If not, if you wanted more of an accelerated timeline because it's been hanging out there for a while, which I totally get, then we'll work to that end and try to maybe bring something back by the next meeting. I feel good with that timeline and mostly because I think that the way that we're going to get new members is with our personal relationships and reaching out to people one on one as opposed to I think when they get to the application. That'll be really helpful to have it in place, but I, I think that, you know, are it's going to be that we have a conversation with somebody that's going to be the reason they even go and fill out the application feels like so. Well, yeah, we waited on doing a lot of recruitment for months because we were waiting for the new application and then we move forward on recruiting anyway and I think Michael and I and yeah I think I reached out to like at least 20 people and got like five bites but no one actually submitted the application so and Michael was saying to that yeah he had like three people interested in none of them submitted the application so and we got one that was a week someone we don't know so which is very exciting. And yeah, and I think and because it's also not just for us it's for all the committees right as the same application across the board. Yeah, yeah and so that's where the sort of delay I mean I think it's just because there are sort of some nuances there that we want to make sure that we're kind of above board and making sure that we've been you know checked in to make those changes. And so is that you as a staff person or is there someone else just so it's it's Mary and I it's a sitting in the office just kind of working through that and you know truthfully great that we don't bring anyone else in. I mean it's like so it's really and then what has jammed me up is just scheduling, you know, and so it's one of those things it's on my list, it's something that needs to be done. It's important. I just I mean, yeah, I mean, you know, I but I but I also yes thank you for recognizing that and thank you for understanding. I also feel a little bit like you guys asked for this and I know so I want to get it to you and get it done. So if you're good with the timeline I'm good with deadlines when I've opened into things I'm like oh this is on the list but deadline attached to it so. Okay, I will get to it. So having a deadline is really helpful for me. And then the process for stipends for public meetings or other activities not just for committees and the board just because we are we have so much like like not so much flexibility. We have so much more budget than we're going to be able to spend this year and it's now May 24 so it's probably actually not probably going to be able to happen before then but like, I just if there is any update on the process there and if we should write up a proposal or like a specific proposal or a more open ended proposal. Yeah, I think having a proposal would be good. I think again because of where we're at. It would be good for fiscal 24, you know so that we can kind of and it's actually kind of a nice way to do it and that you know we can take a look at what we ended up putting out to date or in this first pilot year. Yeah. And then from there kind of looking at like okay we're going to expand the program and see what happens. Because if there's funding there and there is a need and open it up to other committees then we should do that because that's the intent is to get people involved. And it's you know city service generally so I think that makes sense but I think having a proposal on the table just to say, you know we've evaluated this program. This is how much we were able to you know put out this year seeing that we would like to expand it expand the scope a little bit. So if there was a recommendation from the committee that would be really helpful because then it just says something that then we would have as kind of a marker for what we want to do next. So then maybe like in July or like the beginning of the fiscal year could we get like the full report of well and it might take there might be like a lag time. Maybe it sounds like maybe it would be August. Yeah so August would be really good. I think we probably would have some preliminary numbers in July. I know that when we're carrying over into the next year there is a little bit of a lag in getting sort of those financials tied down. And not like people can still submit for a month after the meeting right so yeah. Yeah and that's yeah so I mean we've got a little bit of time where we in June and July still we'll see some of those you know the tail end of whatever is coming. Well I'm most excited about this you know because I our goal will be to recruit for people with lived experience and for our youth panels. And that is where we feel like you know that's that's it's been difficult for us to do either one of those. But I think with that incentive and and you know some of our folks who we work with are interested. But it's it makes it a lot easier for them if there's the financial incentive to and I think especially for our youth program and with the youth you know for getting them as as sophomores or juniors. It encourages them to stay with us until they graduate we're not going to have them after they graduate so like there's limited time for each of those kids and you know that the the benefits to them it's not just the money but there's a lot of other benefit to them so I appreciate that we're going to move forward with this. Cool and then I think the then just going out to strategic planning pieces there's kind of two questions here one is just on the process and role of C. Jack versus city staff I think there's a both these are both on Michael so I had to get over to Michael or if I if I should take notes and trade off there a little bit to the city celebrations and recognitions project I think Michael did a bunch of work on this last month and we talked a bit about it and actually maybe can we start with that one especially since he is here and we can yeah just like report back on like our current thinking. And because I feel like I kind of came out of the last minute feeling very very stuck of wanting to say like, we don't want to write or we don't want any type of report that we're coming out with to say, hey, city staff and city organizations and city groups, we want you to appropriate other like celebrate like other culture celebrations to be able to like check the boxes to say like we're we're we're having other different groups like you know like we're having someone who's, you know, it's going to be celebrating something that they've never celebrated before. And so just feeling and like or feel people have people feel like that they have to represent their culture in their community as part of their role in their like city staff or city like role or whatever. And so I think but also want to like show like do that evaluation and see where the city is at in what are the celebrations and recognitions that we do as a city. And so I think Kelly like there's a new communications person going on and was like that seems like the easiest thing just to like start with is just to say like what are like recognize that what you know, being mindful of all the different cultures and communities that we're recognizing that we're not just posting like very Christmas. You know, but that we're like, you know, making a plan for the social media postings, but after that kind of feeling a little bit stuck on like what the next one that seems like an important next step and not sure what the next steps are after that. How do I do and reporting back on those are my feelings coming out of the last conversation but if I don't know Michael you want to Well, I guess I've been thinking that a baseline is that we can we assume can we assume that every federal holiday is also a city holiday. Yeah. No, sort of. I mean, this is so Juneteenth, for example, is a federal holiday. We have some we have sort of a trade off within the contracts for days off so there's kind of like a floater out there for it and so I guess you could kind of make the connection. However, we are still actually in the office on that day. And so sort of the answer sort of. And so the way that that is sort of played out is, you know, not a direct correlation, but there is a correlation or there is some thinking in our personnel plan and in the union contracts. Of course it's a complicated answer to a simple question. It's always those. Of course that's what I expected but but. But we but everyone still gets like Bennington battle day off, for example, is that no okay. And that's not a federal holiday. That's why I was checking with that. So it was a, you know, kind of a hard transition here to working for the city I work for the state for this and always Bennington battle day that was awesome you know me and then I get here and I'm like no no Bennington battle day. So. And we invented battle that my. Right and just of what are those different holidays representing to where they for is. Yeah. Yeah, I mean I think with this you know, I do you think that coming up with a plan on recognition would be really good so we can be consistent and then also to make sure that you know we are. Really reflecting what the intent is because right now I don't know that we do a very good job of that and they also think that we almost ought to do nothing. But there are some instances like for instance we're doing pride month so that's coming up and there will likely be a Juneteenth resolution, like there is most years which is great. But then you know it's really thinking about like there are other months to that we should like black history month we should celebrate we should celebrate Asian Pacific Islander month. You know there are some that are mainstream but then there are some that aren't that will want to you know call out I think in a respectful way so that we're not, you know, just appropriating or doing it to say we did it because I also don't want that either I think that we do really want to make sure that we are representative of the what we tend to see you know what I mean like I think we want everybody to be feel included here we want to make sure that you know everybody is. You know recognize but also just, you know, making sure it becomes something that we do. So just gathering that list of what we already do is that how complicated is that going to be. Not very because in terms of we have a handful of sort of public outreach things that we do around this type of area. We don't do a lot. And so that's where it's like, you know, it would be sort of starting this off. Well, and that's what we're saying to is like what the city recognizes versus not versus but and all the different organizations and. What am I trying to say, like all the other groups that like are affiliated with the city and get funding from the city and like have that strong tie to the city right like the Montpelier senior center like the Montpelier alive like you know like there are so many different groups that have that like really like kind of represent the city in that public way even if they're not like the city council making a resolution. As well. So, let me, yeah, I'm going to confuse looks so. Um, so I think that that's a conversation and I am my mind I think more. So like the depending on what the intent is in recognition. Yeah. And so, you know, like for the senior center, for example, you know, it's sort of that would be maybe age specific, or, you know, making sure that we're being inclusive in that way. But in the sort of, you know, making sure that we're doing right by Juneteenth and making sure that that is supportive of what we as a community really see or making sure that like, we are putting out. You know, a communications plan and strategy on, you know, celebrating, you know, just the different months that there are. And I think so. And what I'm also kind of hearing is, you know, the desire to have an understanding of what other organizations kind of like ours might do. But then I also saying that it's like, well, what do we want to do. And let's propose that because it doesn't necessarily need to be in alignment, although it might be a good way to look at it. We might look at other capital cities and see what their communication strategy is, or we might take a look at other state government or entities that, you know, are similar sort of in composition. But even if we, and then as a group, you know, even if we might not have a specific group on staff, for example, does it mean that we still maybe have a celebration around that. And I think the answer is yes, because I think we want to be inclusive of all. And just what are the parameters of that, you know, and I think that that's a conversation. So this is one of those ones where it's may seem simple, but it's, it's not a simple conversation. And I think it's creating the space to have that, you know what I mean, and I think this group is actually a good group for that where it's like, you know, let's have that conversation, let's make that proposal. You know, no problem, you know, pushing the envelope a little bit, you know, and I think that generally, Council is very supportive of these kinds of efforts so leave it there. I'm also curious on if there's a survey that comes out to employees, if on there there's a question about holidays, or what would you like to celebrate or something like that. I don't know if that's appropriate, but I think knowing what our holidays are, because I think when you're hired, you get a paper and it says what holidays we celebrate, or we have the day off for, maybe if we had something like a survey that says what holidays, you know, do you feel recognized or something like that. And also a process, if someone wants their holiday to be recognized how you do that, what the parameters of it are, because my question, when I first thought about it was, huh, I wonder if they would at least do an email that says, you know, it's black history month this month, and just, you know, have people think about that and what it means to them. And that kind of thing. I think, yeah, I agree with you, Kia, and to be transparent, we've had these conversations in our office actually at our staff meetings. I think of it, so I have never seen that anybody at City Hall, of course I started in 2020 during the pandemic so the, you know, to like have a holiday or a Christmas party or anything like that. There's been none of that but I would love for there to be a plan, so that we know like, because in every month of the year there is some recognition of something so I'm in the I do work in the domestic violence world right so I'm in touch with that. And so April is, April is either sexual violence month or domestic violence month and then October is the opposite one. So, so if we in our communication plan we're at least just putting something out even if it's a front porch forum post that just says from the city, I recognize this is happening in a quick blurb about the importance of what that is right I think I think that that, because when we when we go to further and say what are we actually going to celebrate. I think that's a different, that's different. And it's just because some folks, you know, in DPW. For some reason want to celebrate St. Patrick's Day, and so it's great to have that conversation but I think, you know, if everybody is on the same page and we come at it that we're not trying to shut anything down but we really just want to add and say, this is what we recognize and that I think will help people feel more included. And knowing that there's a that they're going to do something at the water plant now for Juneteenth that's awesome. That move something something else forward so. Yeah, I guess is there like a staff feedback form that gets filled out. One of the things that I want to do is an employee engagement survey. I think it's not done. I think it would be it's a really good time to do that just because of the lay of the land, you know what I mean when you think about just coming out of the pandemic, we're dealing with recruitment and retention issues depending on which department you're talking about I mean generally our staffing levels are pretty good comparatively, however, in order to keep it that way and to keep things healthy we do need these types of engagements with folks to really kind of see. What's happening and what's going on. We did the national citizen survey this past fall, and it's a two year cycle. And so there is a survey associated with that survey that we could do for employees, whether or not we do that we may not depending on if we want to what's nice about that survey is it's it is statistically significant. Well, actually, it wouldn't be dependent but what's nice about that one is that it would be benchmarked against other communities of our size and sort of population demographic so you can kind of gauge where you stand against other communities, you know with certain questions so this would be a good question I think in terms of like what we would want to celebrate. We've also thought about just developing that on our own internally, we have two tools. One is polko which is affiliated with this national citizen survey and then the other one, we're starting to roll out which is more project based and more engagement based in terms of being able to engage people in real time. It's not an application called send city so there's a couple of different options for us to be able to utilize the city's platforms to do, whether it's a citizen engagement survey or to do some of this work around, you know, evaluating how we want to, you know, approach this or, you know what what will help inform a proposal for communications plan. So it sounds like we've got a plan for soliciting feedback from staff members and from, you know, long term from the city from residents on soliciting recommendations for like recognition. I also think for like more like the communications things there's this question of reaching out to other capital cities. I like don't quite know how to do that but I think I might reach out to gear with a like government alliance for racial equity I think is what it's called to just get a sense of like if they have any recommendations for like, like, I mean it's like specific around racial equity but like yeah communications exemplar models or something like that. Other thoughts on next steps yeah I mean I think we're initially thinking I was really want pushing for trying to do like just like a report on what we have done without like acknowledgement of what the next steps are and it seems like maybe like, we don't need to do a report like what we need is just to like do the work and so and that like that yeah doing a report without the recommendations of doing the work could be problematic and so I think that feels like good next steps to me but yeah definitely open for other reactions. This is just occurring to me right now but I think one of the one of the things that we have as city employees is optional holidays, so I look at that as an opportunity it while it's not recognizing a particular holiday. But we do have that so we can use that optional holiday as a holiday right so that's that's also a benefit so I think, you know, no matter how we go forward I think just making sure that we're mentioning that that we do provide something for folks to be able to celebrate, even if it's not, you know, a state recognized or a city recognized holiday that's connected to something else. Yeah, that's the sort of gray area I mean yes that's what we did the intention. And that's sort of that where we make that connection that's not direct per se. I mean I also think, you know this conversation probably would be good for new members. Walk them through like, okay, you know we had this conversation and you know, this is what we could bring some of these ideas forward for conversation, you know, at a future meeting. And so then I don't know maybe back over to you Michael for the process and role for C Jack versus city staff long term so like the potential of hiring new staff that's been your drumbeat for a while now. So if there's any other kind of intro to that or, and then to Kelly for reactions. That's true what you're asking me to do. Yeah, I guess I'm not really sorry. Just on the agenda, it's like what's the process and role for C Jack versus city staff long term so you know this potential of there being like a sustainability director like a racial equity director as a like staff role in the city. And I think like, yeah, I'm picking on you because you're I think this was your initial idea and that you brought it up over time and that there hasn't been any movement on it and it's on the agenda, so. Okay, it's been so long I forgot that I made that initiative. Okay. Well, I suppose, I still think sort of having having a, you know, in front of us a list of what is what is recognized now, you know, where are the holidays. That's, it's a concrete system place. Okay, we've got that covered. And then we can go into the next level. Well, how do we what do we do what what does the city do to acknowledge that other than, you know, close down city hall for a day or something like that. Or, you know, or permit a parade, if that's part of the process. But I do see just getting the getting the baseline as important. So, we're not constantly so fishing around as we're covering that yet. That's what I had in mind. Do you want more from that. I mean is that is that. Yeah, I wasn't planning too much going in but I mean yeah Kelly I'm kind of like right maybe that's it. I just hold off from there. I've lost those other thoughts for the moment. So, just it occurs to me, you know, in having this conversation and talking about strategic planning and talking about sort of the, you know, clear sort of delineation of the fiscal year starting. You know, thinking about a year in advance and what are some of the things that the committee would like to accomplish. You know, with this item like with thinking about, you know, the committee versus city staff versus a position, you know, what that means. And how we would roll that forward if that's what the city would like to focus efforts on or the committee would like to focus efforts on because I think ultimately, you know what comes from this committee is advisory and it would advise council I think that they are really do this work. And so it's important. And so I think, looking at the strategic plan and coming up with some, some key things that you'd like to accomplish and then from there, you know, I can be available in terms of what resource levels are available what connections within the city like for example like what do we currently have for city holidays so we would just take a look at the personnel plan and that's where it's published and take a look at each of the union contracts and that would give you pretty a little bit, you know, it's covered for city holidays, and then from there, you know, you could take it from there so that there is source documentation that I could certainly help with or, you know, there may need to be connections with citywide communications so through our communications coordinator or through HR. So, some of the conversations that have been happening within this committee, you know, I have been briefing HR on so that we can start that conversation so there is some behind the scenes stuff happening. But maybe not reported out to the committee. And so maybe that would be helpful so that then you know that conversation could happen we could have, you know, a guest appearance by either Evelyn in communications or by Tonya our HR director. So that we can kind of, you know, talk through some of these things with the experts. And so that's where we could kind of, I could make those connections for you. Or if you know there's a specific item that you want the city staff to look into, depending on what it is, you know, we can certainly help support that. I think in terms of having a director level position for this work, you know, I think we would need to look at what that looks like what that would entail, and what the proposal would be, because that would be something that would need to come through the budget cycle. And so the budget cycle starts in October and then carries through January. So just those those things thinking about them. But I think in terms of items within the strategic plan, really starting to kind of figure out what the key initiatives are, and then, you know what the strategies would be or activities would be around those goals would be really helpful to kind of work through that. One of the goals that I have is that, and Kelly and I talked briefly about this the other day on Monday. And I didn't state it as a goal for this committee but you know I would love to see that all of the city staff are regularly engaged in, in, you know, equity conversations right like that there's that there's real real some real tension around that. And, you know, from my perspective as a director, you know, we're doing we have an initiative going right now in my department, and I feel like, you know, all of the directors ought to be, you know, ought to be doing the same thing in their own departments and you know everybody's at different places. And also because we just started this racial literacy training, understanding how much of the work is actually internal right like how much of it is just starting off by looking at myself so you know we're all in different places but that's something that I would like to see, you know like what what are other cities doing and what's something that would be really workable as a way to just have everybody who's on staff in the city be having those kinds of conversations on a regular basis, because it's work that needs to be done constantly and with intention. Excuse me. So, should we just talk about next steps then. So if I, you know do this, reach out on. Okay, I also wanted to propose it's like summertime I know things are going on for folks and also this is like a Wednesday morning. But do we want to meet like monthly over the summer I think we had done that in years past, rather than biweekly. I guess I'm mainly looking at you Michael. I'm going to be here all summer with one exception. So I can manage either way, any kind of schedule that you like. I mean, we meet by zoom anyway so right. Okay but so should do we want to meet again on June 7 and make a plan more for the report. I mean this is where I'm like what are what's on our agenda for our next meeting because we got a lot of stuff coming up in like mid July, with the report and the funding for reviewing the document the form for folks to fill out. So I don't have that in front of me right now. But um, yeah, I'm kind of like what are if we were to meet on June 7 is there. I just want to put this out there and do not by any means schedule when I'm around, but I will not be here for the month of June. The whole month of June. Yeah, one way to do a training and will be gone for June. So July is perfect for you know the stipend and the committee application. But if you wanted me to be involved in sort of next step conversations around, you know, strategic planning or the like. I can be I just can't be in June and then the Carol will be depending on Carol schedule she she may be available for that so I just wanted to throw that out there. What would be helpful is maybe selecting a few dates. So that we can make sure that Mary's aware, make sure that we get them kind of prepped and ready to roll. Yeah. And then the other thing that I was thinking about with the agenda, I mean I know that we should have specific items but maybe we want to keep make them a little bit more general, so that we might have a agenda template that we use like it's posted so that then we can, you know, modify that but at least then it just creates kind of the cover for everybody to streamline it a little bit make it a little easier. Okay, what if we do a monthly meeting so we do. June 14. And then we do July 12 as the next two meetings. Any concerns with that. Just looking at my calendar. Yeah. And over sure and let's see if I've already got something scheduled on those days. June, June 14 and July 12. Yeah, I can do both of those that's actually better for me because I'm not available on June 21, if we're sticking to the every every other week so. I'm just saying then that gives us two weeks are like you know for the fiscal year getting that report back from Kelly for recruitment things like that. In August you're suggesting we go back to every other week so so how would what would that like I just want to make sure that I have it on my calendar because I know what will happen if I don't. I know. So then yeah so then what it'd be July 26, and then August 9, how do folks feel about that. Right now that works for me. I can just plan out from there so August 9, then August 23. Then September 6. Yep. Okay so I'll email those with kind of like more of a template agenda. Great. Awesome. a 46 so much for being short meeting but 15 minutes early. Thank you all so much.