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HomeMy WebLinkAbout2018-11-27 PAC Minutes-Special Meeting WORKING PAPERS Maplewood Police Advisory Commission (MPAC) Session Notes 11/27/2018 C. Weinstein, Ethical Leaders in Action Introduction and Purpose This document is intended to capture relevant notes from a facilitated session of the Maplewood Police Advisory Commission (MPAC) held on November 27, 2018 at Maplewood Fire Station #2. The content below reflects the perspective of the facilitator, and is provided for the use of commissioners, staff members, and others engaged in discussions described below. It does not describe any formal actions by the MPAC. Discussion Topics and Notes The session began with a review of the notes from the November 20 MPAC meeting, and a unanimous sense that the notes accurately captured the discussions held in that meeting. We then turned to developing some more concrete action steps, based on the main topics discussed in that previous meeting: Commissioner Onboarding Process MPAC Review of MPD Operational Data Meeting Frequency, Topics, and Format Recruiting New Commissioners Notes from each of those discussions are presented below, followed by a summary timeline of upcoming meetings and target dates for agreed-upon tasks. Onboarding New Commissioners The MPAC previously asked Commissioners Hatlestad, Lilja, and Schoenborn to develop an initial proposal for an onboarding process and set of resources. They prepared a document with their proposal, but the MPAC has not met since that document was shared with Commissioners. The group reviewed it briefly in this session and determined that it represents a good starting point for further development. Commissioners Fogarty and Lilja will work with an MPD member to be named by Chief Nadeau, to produce an updated proposal, beginning with the previous starting point document. The MPAC will consider the proposal, discuss and amend it as necessary, and adopt the resulting onboarding process. Target completion date: December 31, 2018 Commissioner Neblett will draft a brief document (approximately 2 pages) describing the experience of the Use of Force Committee, which will become a part of the reading packet for new commissioners. Target completion date: January 31, 2019 MPAC Facilitator Notes 11/27/2018 Page 1 C. Weinstein, Ethical Leaders in Action (Onboardingprocess, Cont.) Discussion Notes: The onboarding reading should i and what the work of the MPAC says about the City of Maplewood. The onboarding process, especially the reading list, should balance the need for preparation with the real experience of new members, including those for whom English is not a first language. The onboarding process should provide context for MPD policies in terms of the broader questions like social change, the context of policing in society, implicit bias, etc. The addition of new commissioners will inherently change the commission. In addition to preparing new commissioners, the onboarding process should also include conversations to engage them in the process of forming the new team that exists by virtue of their joining it. All MPAC members want the wisdom of new commissioners to inform the work of the commission from the start of their involvement. Data Revamp The group previously agreed to update and improve the process for reviewing and discussing MPD operational data. Commissioners Hall, Bryson, and Langdon will work with Chief Nadeau and Analyst Cassie Fisher to prepare a proposed process and data set for discussion, possible amendment, and adoption by the commission. Target completion date: February 28, 2019. Discussion Notes: The commission will want to think critically about this proposal before adoption. MPAC will allow time on the March meeting agenda for that discussion. Data should allow MPAC to look at a range of MPD activities, including community outreach MPAC will also be interested in tracking both outcomes and efforts/outputs. Some data will be valuable for informing commissioners, beyond just recommending actions. Such information and insights make commissioners more effective ambassadors and providers of guidance. Commissioners working on this project will give some initial thought to what they might want to see prior to meeting with the MPD team members. All commissioners are invited to share their thoughts with Commissioners Hall, Bryson, or Langdon before or during the process of developing this proposal. MPAC Facilitator Notes 11/27/2018 Page 2 C. Weinstein, Ethical Leaders in Action Meeting Frequency, Topics, and Format The group previously agreed to meet monthly for three consecutive months, and then to determine an appropriate frequency of meetings going forward. In the January 2019 meeting, MPAC will discuss strategic topics for the commission to consider during 2019. Notes pertaining to that discussion: The M, currently in development, may offer some topics for MPAC discussion. MPAC should be both proactive in identifying and exploring topics relevant to its mission and purpose, and responsive to events and to changing community needs and priorities. Thus, some plans may change. Separate from strategic topics, The MPD may convene community groups for discussion based on emerging needs; Commissioners will be invited to participate in these events, but these events would probably not take place in commission meetings. MPAC may co-sponsor of these events with the MPD. One commissioner suggested that MPAC consider hosting an event using the Intentional Social Interaction (IZI) process that brings together community members and stakeholders over a meal. More information on this process is available at https://www.marnitastable.org/ The group also had a wide-ranging discussion about meeting processes. A number of ideas for meeting-related practices and processes were proposed for future discussion: The agenda remains the master tool for guiding meeting processes. Meetings can include a standing agenda item for reports from participants in events or activities since the last meeting. Committees and individuals working on tasks can make reports, and when tasks are assigned with target due dates, agenda items will be added to the next meetings following those dates. After each agenda item, the commission ask two questions, and respond appropriately: is this an action item, and does this merit discussion in a future meeting? Creation of a master calendar that includes tasks underway and planned, as well as commission and PD events where commissioners can be involved. Closing each meeting with a moment for evaluation. The commission is currently obligated to produce an annual report to council. We can also implement an annual self-appraisal process. MPAC Facilitator Notes 11/27/2018 Page 3 C. Weinstein, Ethical Leaders in Action Meeting processeswill be discussed in March, or if the data discussion consumes the March meeting, in the subsequent meeting. In the course of discussing the above possibilities, the group had the critical insight that commissioners had differing ing, and of what Views were expressed by multiple members that reflected both mutual respect and differing views about the relative merits of meeting structure and of various approaches to discussion and decision-making. The awareness of this inherent diversity of perspectives will inform future discussions, allowing time and space for the MPAC to reflect multiple views, and to maintain a purposeful unity as a group even through processes of respectful disagreement. Recruiting Commissioners The group previously agreed to develop a plan and goals for recruiting commissioners who, collectively, more broadly reflect the communities of Maplewood. The PD is engaged in building relationships and identifying communities, leaders, events, etc. It is an ongoing process that will take place over years. s will be a starting point for establishing targets and plans for recruiting. Analyst Fisher will provide demographic data to commissioners in advance of that meeting. -Directed Re-Alignment Timeline The following is a chronological listing of the agreed-upon dates described above. December 31, 2018 o Target date for completion of onboarding process proposal January 17, 2019 MPAC Meeting o Main meeting topic will be determining strategic topics for the year o Onboarding process also on agenda. January 31, 2019 o Target date for completion of brief narrative description of Use of Force Committee experience February 21, 2019 MPAC Meeting o Agenda items TBD February 28, 2019 o Target date for completion of data review process proposal March 21, 2019 MPAC Meeting o Data processes considered o Meeting processes discussed MPAC Facilitator Notes 11/27/2018 Page 4 C. Weinstein, Ethical Leaders in Action