Fair Housing Commission Meeting

Minutes

January 27, 2003

Permits & Inspection Conference Room

4 West Seventh Street

 

 

 

Present:            S. Suarez, Chairman; N. Zahler; M. Matlick; K.Gant; V. Spencer;

S. Nickols, Assistant City Attorney; J. Schmersahl l, Director of Community Development; E. Barnhard, Assistant Department of Community Development.

 

S. Suarez called the meeting to order at 3:36 pm.

 

1. Approval of Minutes: Minutes of the November 21, 2002 were accepted.  Motion made by V. Spencer and seconded by K Gant. All in Favor.

 

2. Review and Adoption of Rules of Procedure:  M. Matlick asked if it was necessary to select a Vice Chairman, S. Suarez explained it was up to the Committee to vote on selecting a Vice Chairman and in her absence, the Vice Chair would run the meeting.

 

Members were given a copy of the most recent version of Rules of Procedure dated 1/21/03. S. Nickols noted the change she had made to Section 1.5 from requiring the presence of legal advisor at every meeting to requiring that the legal advisor  attend meetings only at which a complaint is scheduled. She stated she is available to attend meetings at the request of the Commission. 

 

Discussion was held on the frequency of meetings.  At this time, the Commission will meet monthly.

 

Meeting date and location will be posted on the web page www.cityoffrederick.com.

 

Commission agreed confidentiality should be adhered to especially in electronic mail. 

A case number should be the only the reference given regarding a complaint.

 

Currently the Department of Community Development will absorb the costs of the Fair Housing Commission, as no actual budget exists.  HUD regulations prohibit the use of funds for food, thus J. Schmersahl has requested the City to cover the Commission’s expenses in this year’s budget. 

 

Section 5. Administrative Hearings

N. Zahler questioned the language in Section 5.2 of “The hearing shall be scheduled not less than 14 days after the issuance of charges.”  S. Nickols explained that this wording allowed time for the accused to prepare for the hearing.

 

Section 10 Amendments

N. Zahler asked for clarification in Section 10 on how the Rules of Procedure are amended.   S. Nickols will make change to Section 10 to state “ Amendments to these rules of procedures may be introduced at any meeting of the Commission and voted on at any subsequent regular meeting.  Amendments shall be adopted by a majority of the full Commission.”

 

Section 4 Determination of Jurisdiction V. Spencer asked if thirty days was too long for the Commission to decide to dismiss a complaint or authorize the complaint for investigation.  S. Nickols responded that no timeframe was provided by the Ordinance.  Other committee members felt thirty days was adequate.

 

Section 1 Officers and Members

N. Zahler asked if the Chairman votes, currently the language is not clear.  S. Nickols will reword to state that the Commission shall consist of five (5) voting members.

 

S. Nickols will make changes to Sections 1.1, 2.3 and 10.  Changes will be submitted to Commission prior to next scheduled meeting for review and acceptance.

 

The following section refers to Appendix ‘F’ of Frederick’s Housing Discrimination Ordinance

 

Section 11 Procedures of the Commission

Clarification on the Ordinance (a) –

with regard to what “under oath” means.  S. Nickols explained this is documentation that what the complainant signed to was truthful.

 

3. Review Web Page: Members reviewed draft. The following changes to be made – date of Ordinance is May 16, 2002, “Ordinance” needs to be capitalized throughout and in first paragraph of declaration policy, language should follow that of Ordinance Section 1.  E. Barnhard will make changes.  Web page will serve as the basis for the Fair Housing Commission brochure.  Web page is also translated into Spanish.  S. Suarez to meet with Vinny Hughes, Chief Operations Officer to determine point of contact for Hispanic complainants.

 

4. Review Draft Brochure: Brochure will be in the future.

 

5. Forms – Drafts modeled after other jurisdiction’s forms are underway. The Commission may consider using the form from HUD “Are You a Victim of Fair Housing?”

 

6. Topics for future meetings: J. Schmersahl gave an overview of proposed topics to cover in the future such as Section 8 and Disabilities. It was clarified that the meeting date would be the 4th Monday of the month.  The web page will state location “to be determined.”

 

7. Fair Housing Conference in April and Housing Fair:  J. Schmersahl explained that one of our Department’s responsibilities is to Affirmatively Further Fair Housing through education and outreach.  This is the reason the Department of Community Development holds an annual Fair Housing Conference in the Fair Housing month of April.  This year’s theme is Tenant/Landlord Law.  A consultant from Baltimore Neighborhoods, Inc will be a speaker.  J. Schmersahl is currently lining up speakers from surrounding jurisdictions to present as well. He would like the Commission members to attend both functions, if possible.

 

Frederick Community Action Agency (FCAA) holds an annual Housing Fair, which is tailored to the consumer more than the service professional.  This Housing Fair is held at FCAA to allow persons to walk about, pick up program information, speak with a representative and hear a talk on a specific topic in a breakout room.

 

9. Organize Notebooks:  Staff provided Commission members with 3 ring binders to organize and hold Fair Housing Commission information. 

 

Other Business:

 

S. Nickols informed the Commission of upcoming training in April by the City on the Public Information Act and the Ethics Law.  More information will be provided as the date nears.  Discussion around the table reflected the need to understand the distinction of speaking for oneself and that of the Commission.  The Rules of Procedure clearly identify this and the Commission members agreed for the need to adhere to it.

 

V. Spencer gave a brief review of the video of the May 2002 Fair Housing Conference at FCC.  She cited there were many first hand accounts of discrimination.  She also read the publication “Disability Etiquette”.  This book discusses tips on interacting with people with disabilities.  She requested additional copies be obtained for Commission.

 

K. Gant reviewed the book “The Owner’s Handbook”.  She found it to be very informative but questioned when a tenant is evicted why their belongings are set out on the street.

 

Motion to Adjourn:  Motion made by V. Spencer and seconded by K. Gant.  Motion approved.

 

 Meeting adjourned at 4:45 pm.

 

Next Meeting: February 24, 2003