Multicultural Affairs Committee

Minutes of Meeting

Truman State Office Building
Jefferson City, MO
April 27, 2000

Attendees (per sign-in sheet)

Cynthia Bowser, Clarice Morgan, Bonnie Higdon, Patricia Pride, Tanya Black, Robert Mesa, David Randall, Walter Pearson, Gail Conley, Michael Warrick, Steve Mahfood, G. Lawson Penny, Crystal Johnson, David Brothers, Jannette Booker, Kevin Johnson, Robert Clay, Steven Wyatt, Bonnie Banks, Kenneth Seeney, Richard M. Gaffney

Chair, G. Lawson Penny opened the meeting at 9:50 a.m. In his introduction, Penny mentioned that “broadbanded” position statements and application forms are now available from the Office of Administration (OA), Division of Personnel. He also mentioned the Department of Natural Resources’ (DNR) Strategic Plan Initiative (Number 6) is on employment diversity. In addition, he distributed handouts on opportunities for full-time employees (FTEs) in sister agencies.

No written minutes were available for review or approval.

In New Business Department Director Steve Mahfood made comments regarding MAC. He apologized for his unintentional neglect of MAC, due to the press of legislative business for the department. He said he has been watching management, says communication is essential, that MAC is part of the team effort, has an important role to play, and that the views of MAC are important. Mahfood needs to hear back, so the MAC can get input (a regular back-and-forth communication with management).

PROPOSAL: Director Mahfood proposed that we hold a facilitated session-- He is uncomfortable with how some things have happened over the past several months. He said we must be tighter about this communication. We must figure out how to make this a better team effort. Memorandum on Communication was distributed. We must repair confidence in MAC by some managers, and in the managers by MAC. It will take a team effort to change the culture at Missouri DNR. It is attitude. It must be sustainable. The relationship with MAC must be ongoing, and long-term. It needs a large participation. Mahfood said a large number of DNR people are going to be retiring over the next few years, and we have an opportunity to improve diversity at all levels of the department (within the Merit System), and to inculcate values. He requested that our next meeting be the facilitated session he proposed! He will come in with a set of questions to discuss. Members of MAC should also come in with questions to discuss.

It will be a step-by-step process. Mahfood said we must determine the relationship between MAC and the Employee Advisory Council (EAC). No other department is doing this.

Walter Pearson reported on the annual Diversity Conference and noted that he had heard from others how good the conference was this year. Mahfood said he also has heard remarks regarding the positive nature of the Diversity Conference. He said people thought about things they had never thought about before. This is good. He has heard a lot of feedback. He knows of no other group in any other department that has this kind of responsibility.

Pearson said that Gail Conley will be the new liaison officer between MAC and the Director’s Office.

Bonnie Banks has heard of an idea to expand the scope of the Diversity Conference to include other departments. He really thinks we have our own problems to address. Do we want it to grow?

Mahfood said, “This is a committee decision.”

Kenny Seeney pointed out that we have had a number of accomplishments. We need someone to be an historian or an archivist (for our activities, directory, calendar, etc.), to provide a source of materials to answer future questions.

Bonnie Banks suggested bringing together a subcommittee of “old-timers” to assemble some of these materials, Past Committee Chairs, etc. Dick Gaffney is to head up this initiative, compile documents from 1989 to present and establish a repository. It will be necessary to update the Bylaws to elect an historian. Banks said Clarice Morgan and Kevin Johnson should also be on this subcommittee.

Seeney mentioned the conference evaluation comments. We need to revisit the minority vendor session, because most of us do not purchase from them.

Gail Conley reported on making presentations of management staff and MAC asked how it could help.

Question was brought up on reason why we gave out a T-shirt from the Missouri Lottery to guests at the Diversity Conference. Answer provided by Penny, “It was free!” This year, instead of asking DNR for gifts internally, we asked others for gifts.

Possible date for the next MAC meeting is Wednesday, June 28.

Penny said that MAC meetings are the only time the whole department gets together. Our goal is to improve on what we have done so far. We are “gettin’ there.”

Kevin Johnson noted that the 2000 Calendar came in under budget, at $852.90.

The International Food Festival is on hold at this time. Leanne Chojnacki is in charge, there is no set budget yet. A vote of setting the date of June 30 for the Festival was moved and seconded. There being no dissent, the date of the Food Festival will be June 30, 2000. Volunteers to help Leanne with the Food Festival will be Gaffney, Banks, and Jannette Booker.

Pearson reiterated that, as of today, communication with the Director’s Office is to go through Gail Conley, Human Relations Officer, at 573/ 522-4639, instead of through him. Pearson pointed out that MAC serves as an advocacy group, and must continue to exist. MAC archives, mentioned above, could help with the preparation of a brochure. Some employees of the department have the misperception that this committee is for African-Americans.

Pearson pointed out that the Diversity Conference planning team should develop presentations for those who attend a second, third, or fourth time. Some presentations should be geared for managers/supervisors. He said Office of Administration has the training contract for all state agencies. Al Plummer of the Office of Employment Opportunity (OEO) is the contact person for workshops and diversity training. There should be sessions on workplace challenges, professional development, minority business enterprises procurement.

Pearson asked about the Web page format. A meeting to discuss this is scheduled for May 4, 2000, with Jeff Jaquess, Debbie Boeckman, and Pearson.

Pearson asked who appoints the division representatives to the MAC. Appointments are outlined in the Bylaws; the division directors appoint, and MAC approves them.

More on Conley as our liaison with the Director’s Office (DO). Conley is Valerie Johnson’s deputy and will be our communicator with the DO. We are to send information to Conley for review by DO. When this review is completed, she will return the information request to MAC.

Regarding Archives, Penny said the subcommittee would be chaired by Gaffney, along with Clarice Morgan, Banks and Seeney.

Regarding budget and paying bills, Thelma Roberts has been actually paying the bills for MAC, but in the budget system, MAC has about 600 separate codes for accounting purposes, and it takes time to get the bills through the system and paid. In contrast, the DEQ annual conference has between three and six codes for cost accounting (one per cent of the number of cost codes that the MAC has for cost coding).

IMPORTANT NOTE! ! Roberts is leaving DNR and transferring to the Department of Health. Someone is needed to replace her.

Some staff from other state agencies that attended the Diversity Conference said they did not have enough money to cover their attendance and wanted MAC to pay for them.

Strategic Plan Review: Initiative #6 calls for more minority FTEs, and an affirmative action plan. The long-term goal is to have an integrated employment development plan, recruitment for more minorities. Crystal Johnson said that DNR records show total, black, and "other," no further breakdown except gender, making it hard to compare.

Tanya Black said we need to get our long-term MAC goals to Mahfood before our next meeting.

The May 25, 2000, regular meeting will not be held, per request of Mahfood. A special meeting for election of officers may be held on June 14, 2000. Next regular meeting, at which Mahfood’s facilitated discussion will take place, is scheduled for June 28, 2000.

The meeting was adjourned at 12:55 p.m.

These minutes were recorded by Richard M. Gaffney.