MEMO

To:                   Mike Wildgen, City Manager

cc:                   Dave Corliss, Assistant City Manager

                        Debbie Van Saun, Assistant City Manager

From:              Rehelio Samuel, Executive Director

Subject:          2003 Achievements / 2004 Goals

Date:               February 19, 2004

The Department’s Case Summary Report is attached for your review.

PERFORMANCE METRICS

Goal: Complete and resolve 80% of both formal and informal complaints within 100 days and complete 100% within 200 days.

Status:  Exceeded goal. 91% completed within 100 days (most informal complaints completed and resolved within 21 days).  100% of all complaints completed within 180 days.

In 2003, the Department completed 26 formal investigations, of which, 11 (42%) were successfully conciliated.  The rate of conciliation is nearly three times what is typically achieved by the Kansas Human Rights Commission (KHRC) and the Equal Employment Opportunity Commission (EEOC).  Six mediations (non-docketed cases) were completed with a 100% success rate.  Two cases are scheduled for trial on September 20 – 24, 2004. In addition, the Department received over 14,000 requests for information, guidance, and informal complaints. Approximately 2,400 informal complaints were resolved.

Of the 2,400 informal complaints processed, approximately 10% could have been docketed and processed as formal complaints. However, when current agency staffing, resources, and our extensive outreach, information, educational, and technical assistance programs are considered, a large inventory would have resulted in a caseload that would be difficult, if not impossible, to manage. Our goal is to continue to bring about a speedy resolution to all matters in dispute.

In addition to the Department’s statutory enforcement mission, support was provided to state and regional civil/human rights organizations (Kansas Human Relations Association and the Regional Executive Council on Civil Rights) and several of their member agencies.  The support included training, information and consulting support on a variety of civil rights issues. The Department provided training, on two occasions for the Topeka Human Relations Commission and the Ottawa Landlords’ Association.

The Department also continues to provide counseling support to Lawrence citizens in need, with referrals to other governmental agencies and local social service agencies. This activity accounts for literally thousands of citizen assistance involvement.

As part of the Department’s statutory mission, assistance has been provided, on numerous occasions, to Minority and Women Business Enterprise owners, for obtaining information on gaining M/W/DBE State Certification and information on government contracting.

In accordance with our on-going commitment to professional development, the Director, Staff, and Commissioners have attended the following training:

§ Public Hearing Process (conducted by Roger Lovett, former Chief Legal Counsel, Kansas Human Rights Commission)

§ New Commissioner Training (conducted by staff)

§ HUD Training Conferences

§ EEOC Training Seminar

§ Employment Law Update (conducted by Foulston Siefkin LLC)

During 2003, the Department Staff actively provided support to the City by participating on the Compensation Review Committee, Web Content Developers Group, United Way Committee, and the Communication/Marketing Committee.

It is noteworthy, that the Department Secretary obtained certification as a Kansas Supreme Court Mediator (Core and Civil Competencies). It is likewise noteworthy that the Director received an Award for Career Service from the Kansas Human Relations Association and the League of Kansas Municipalities during its annual conference in Topeka.

Additional achievements, by Division, and Goals for 2004 follows.

Training, Mediation, and Special Projects Division:

The Department’s Mediation Program was started in 2003, on a limited basis. Due to the success of the fledgling program, it has been decided that the program should be expanded in 2004. For this reason, the Division will focus its outreach efforts towards the Landlords of Lawrence and the Chamber of Commerce.  The Division is also sponsoring a Core Mediation Class, which will be conducted on March 9 – 11, 2004.  The cost of this program will be borne entirely by registration fees and with no cost to the General Fund.

The Department’s Equal Opportunity Law Update Seminar (EOLUS) was conducted on October 21 – 22, 2003. 

PERFORMANCE METRICS

Goal: Achieve attendance of 200 registrants and to achieve a mean evaluation score of 7.5 (10 point scale).

Status:  Exceeded goal. Attendance reached 213 and the mean evaluation score rating by attendees was 9.2 (most frequently observed score was 10, with the lowest recorded score of 7).

This seminar was an outstanding success. This seminar had the most attendance of any seminar in the past. The seminar provided up to 16 CLE’s for attorneys, 6 CME’s for mediators, and 12 CEU’s for SHRM members.  The Division is in the early planning stages for EOLUS 2004.

In late 2003, the Division upgraded its audio/visual equipment (available for loan to other departments), as well as its videotape library. New videotapes are focused on the topics of Customer Service and Mediation Skills.

Fair Housing Assistance Program Division:

The Fair Housing Division served as a conduit, maintained decision-making authority and provided administrative support (in conjunction with a HUD Partnership Initiative Grant) for Dr. Jesse Milan and Associates to inform faith based organizations throughout the State of Kansas about Predatory Lending and to the extent that liens on a consumer’s home may be involved, payday loan companies.  This is a hot topic and problems are on the rise in Predatory Lending, to include some payday loan companies.  There was positive feedback from the faith-based organizations.

The Fair Housing Division conducted two fair-Housing seminars in April 2003 for Fair Housing Month. The Tenants seminar was held April 5, 2003. 

PERFORMANCE METRICS

Goal: Achieve attendance of 30 citizens with a mean evaluation score of 3.0 (4 point scale).

Status:  Exceeded goal. 40 citizens attended and the mean evaluation score was 3.7.

The Landlords’ seminar was held on April 21, 2003. 

PERFORMANCE METRICS

Goal: Achieve attendance of 80 participants and to achieve a mean evaluation of 3.0 (4 point scale).

Status:  Exceeded goal. Attendance was 122 and mean evaluation score of 3.2.

Presenters at both seminars were well received and gave invaluable information.  A Fair Housing Proclamation was issued in April for Fair Housing Month.  On-location radio interviews were conducted and ads placed on television and in the newspapers promoting Fair Housing and the Fair Housing Month activities.

In June 2003, LHR/HRD staff attended the Landlords’ Fair.  Staff answered questions and gave out materials.

In July 2003, LHRC partnered with Milan and Associates to conduct a Predatory Lending and Payday Loan Seminar for the Lawrence and Douglas County general public.  There were between 15 and 20 people that attended this seminar. 

The Fair Housing Division provided mini-seminars for various organizations throughout the year and made contact with those and other organizations.  Those organizations were the Salvation Army, English as a Second Language classes, GED classes, Mother-To-Mother, Haskell Indian Nations University, Masterplan Management Company, and KU. 

The Fair Housing Division staff attended mandatory HUD training several times during the year to keep abreast of HUD changes in the enforcement arena.

Future Plans for Fair Housing Division

The Fair Housing Division will put together Fair Housing Guidelines for Property Owners, Managers, and Tenants.  There is a lot of resistance, on the part of some housing providers, to Service Aid Animals.  The Division will educate both Property Owners/Managers and Tenants.  The Division will also continue outreach efforts to the tenants and Property Owners/Managers.  The Division will work to improve tenants and Property Owners/Managers’ knowledge and thereby reduce discriminatory acts and increase responsible behavior.  Once this information is put together, it will then be distributed throughout the City of Lawrence.

The Division will be available to provide guidance to Property Owners/Managers in creating fair housing policies that are in accordance with local, state, and federal fair housing laws and ordinances. The Division will encourage them to educate their staff and tenants regarding the policies, as well as consistently enforce the policies uniformly. 

The Division will continue outreach efforts and develop materials about Fair Housing that can be distributed at the mini-seminars and at the Fair Housing Landlord and Tenant Seminars schedule for April 23 and 24, 2004.  There will be a proclamation for Fair Housing Month, April 2004.

Employment and Public Accommodation Assistance Division:

Diversity training was conducted by LHR/HRD staff in concert with the Personnel Division and trainers from other departments. This training was given to over 90% of the City of Lawrence workforce. It covered the topics of Prevention of Sexual Harassment and staff communication techniques between men and women.

The Department was very active in the planning and conduct of the program honoring the late Dr. Martin Luther King, Jr. This was part of an effort involving many organizations within the Lawrence community. The Division was active in participation with the NAACP – Lawrence Branch in its reactivation efforts, and during its efforts to intensify service to the Lawrence community. This was part of a large community effort.

There were various contacts with several social service agencies to assist low-income and homeless persons.  Several families were able to keep their homes because of staff assistance. This was brought about, in different cases by locating assistance for utility payments, locating repair contractors who performed work for minimal fees, locating sources for assistance in home payments, and by forestalling eviction proceedings with the cooperation of the housing provider.

The staff was active with the Kansas Human Relations Association, serving as President of this professional statewide organization. Division staff also served as a presenter at a KHRA/LKM roundtable discussion.

The Division planned, coordinated, and worked with over 15 employers and community agencies to conduct the first Seminar for Employers and Applicants on August 2, 2003.

PERFORMANCE METRICS

Goal: Achieve attendance of 30 job seekers and achieve a mean evaluation score of 3.0 (4 point scale).

Status:  Exceeded goal. Attendance was 60 job seekers and mean evaluation score was 3.3.

This City event was open to the general public. The seminar provided information on how to locate potential employers and prepare for an employment interview. The participants expressed that they felt themselves to be better prepared for obtaining employment after attending the seminar.

In summary, the Department has experienced a very active and innovative year. In 2004, the Department will continue its vigorous enforcement efforts while giving balance through proactive programs.

Respectfully submitted.