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2016-05-04 Diversity Commission Agendao r E D fL. 0 f89 0- 040 AGENDA Edmonds Diversity Commission Edmonds Senior Center 220 Railroad Ave, Edmonds, WA 98020 Wednesday, May 4, 2016 6:OOPM — 8:OOPM 6:00 P.M. - CALL TO ORDER 1. Roll Call 2. Approval of Agenda 3. Approval of April 20, 2016 Meeting Summary (Attachment 1) 4. Public Comment 5. Report from the City 6. Community Outreach: Parade Plan • Determine interest in community survey during parade 7. Community Outreach: Update on invitation to Refugee and Immigrant Forum 8. Work Plan Recommendation • Work Plan April Update (Attachment 2) • Work Plan by Quarter (Attachment 3) 9. Adjourn — • Next regular meeting: June 1, 2016, 6PM Guiding Principles To ensure we meet our responsibilities as a Commission, we agree to: • start and end our meetings on time • demonstrate our respect for our fellow Commissioners, the City of Edmonds, and the citizens we represent by: being present, being prepared, actively listening, participating in meetings, completing our individual assignments, and holding ourselves accountable • "step up and step back" • establish goals and action plans that are results oriented • establish subcommittees as needed • engage in courageous, honest, and open dialogue when faced with difficult issues or questions • utilize the "Ouch Rule" (assume positive intent; resist the temptation to be offended) • embrace the education opportunities presented through the Commission meetings • strive to make decisions by consensus. In a case where consensus cannot be reached after a reasonable attempt has been made, the Chairperson may call for a majority vote. Attachment 1 CITY OF EDMONDS DIVERSITY COMMISSION April 20, 2016 The Diversity Commission meeting was called to order at 6:09 p.m. by Michele Rastovich at 220 Railroad Avenue, Edmonds. COMMISSIONERS PRESENT Ed Dorame — Vice Chair George Basioli Adam Khan Mario Brown — Chair Diana White Councilmember Adrienne Fraley-Monillas, ex officio COMMISSIONERS ABSENT Maria Montalvo Gayle Ketzel Patricia Valle Tung Bui 1. Roll Call: Call to order at 6:09 p.m. ELECTED OFFICIALS PRESENT STAFF PRESENT Patrick Doherty, ED/CS Director Cindi Cruz, ED/CS Program Coordinator Michele Rastovich, Diversity Commission Coordinator 2. Approval of Agenda: The agenda was approved as submitted. Approval of Summary Minutes of April 6, 2016: By consensus, summary was approved. 4. Public Comment: Clarence Henderson, Commissioner, State Human Rights Commission, is interested in what Edmonds Diversity Commission is working on. 5. Action Item: Incident Response Language: Michele discussed the process of creating this template, for use by the Chair and/or Vice Chair, as a way to respond to incidents that require a timely response from the Commission, but when the Commission does not have time to meet between regularly scheduled meetings. The template might be used in response to event similar to the Edmonds Woodway High School incident in late 2015. Patrick reviewed changes to the template as recommended by Commissioners. Staff may distribute the response to the press, and Commissioners were reminded that they cannot represent the Commission when speaking to the press, unless the entire Commission has agreed upon the response. It is suggested that the Commission meeting location and time be added to the document, and with the addition, the document was approved by consensus. Draft Meeting Summary Diversity Commission April 20, 2016 Page 1 Attachment 1 6. Action Item: Parade Plan: Tung is taking the lead on planning for the Commission to have a presence in 4th of July parade. Word needs to get out to as many stakeholders, partners, and community organizations as possible that they are invited to join the Commission. Patrick asked if Commissioners are willing to use some of the Commission budget on supplies, like a banner. There was consensus for spending some funds although an amount was not identified. Patrick and Tung will continue the planning and will present more information regarding expenses and logistics and the May meeting. 7. Key Informant Interviews: Speaking Engagements, Speaking with the Press: Ed presented the talking points he and Patrick prepared for Commissioners. These are intended to be guidelines when speaking to local groups and leaders in our information gathering efforts. Changes were suggested, and the talking points will be edited for approval at the May meeting. It was also noted that, like in the incident response protocol discussed earlier, individual Commissioners cannot speak for the entire Commission on social media or in online news. 8. Policy for Electing Officers: Ed and George will work with Michele to draft policy by July. 9. Attendance Policy: The ordinance mandates that missing three consecutive regular meetings will trigger the removal of a Commissioner. Discussion centered around the option of calling in to a meeting, and if calling in would constitute attendance. Pros and cons were discussed and Commissioners were mixed on the idea. Concern about technology requirements and guidelines were discussed. Although Commissioners do not all "love it", there was agreement that there is a need. By consensus, it was agreed that if there is technology to support it, one call in per year will constitute attendance and missing "special meetings" such as the one tonight would not count towards the three consecutive absences since they cannot be planned in advance. 10. Debrief April 6 Diversity Forum: Commissioner reflections included that it was unique meeting with good turnout; struck with the openness of the participants and the ease of getting the participants to attend; the variety of representation and information; and the willingness to partner. It was also noted that WorkSource asked for assistance in identifying community volunteers to serve on their `barrier removal committees'; the Chamber said `how can we help'; and several invited to Commission to be added to their mailing lists. Commissioner concerns included: how do we get involved as a Commission; how do we meaningfully connect with so many opportunities; why were there no faith communities represented. Opportunities presented included: so many of the representatives are Snohomish County or Everett focused, but few focused just in Edmonds; need to be conscious of diverse communities and to think about going to them; need to identify gaps. The general consensus was that the forum was a good event, creates a message of how serious Edmonds is, and provides us with information about how to plan another similar opportunity. 11. Work Plan Update and Review: Goals and action to date were reviewed. Much of the discussion centered around the upcoming City survey, including its accessibility and how to increase participation. The survey, approved by Council on April 19, includes one question regarding barriers experienced. Patrick noted that the discussion was very helpful in informing staff how to proceed. Commissioners broke into pairs, each focused on discussing one of the three work plan goals. Priority proposed actions included: hearing from Refugee Draft Meeting Summary Diversity Commission April 20, 2016 Page 2 Attachment 1 and Immigrant Forum at a public event, like the April 20 forum; committing time on each agenda to discuss best practices of inclusive communities; hearing from young people; and providing information to private organizations, like the Elks and Eagles. Michele will take notes to draft a calendar of next steps. 12. Adjourn: 8:06PM — Next regular meeting: May 4, 2016, 6 PM Draft Meeting Summary Diversity Commission April 20, 2016 Page 3 Attachment 2 DRAFT Edmonds Diversity Council 2016 Work Plan April update Mission: Promote and embrace diversity through action, education, and guidance; foster an understanding that includes, accepts, respects and appreciates each individual member of our community by: • providing information, education, and communication that facilitates understanding of diversity and to celebrate and respect individual differences; • recommending to the Mayor and City Council opportunities to promote diversity programs, and providing guidance to ensure an accessible, safe, welcoming and inclusive government and community; and • supporting, challenging, and guiding government and the community to eliminate and prevent all forms of discrimination. 2016 Objectives: Issues associated with an increasingly diverse community are complex and interrelated. In 2016, the Diversity Commission will focus on increasing our understanding of these issues and of the most pressing challenges currently facing our community. In order to develop long-term strategies, with measurable outcomes, and to fulfill the mission of the Commission, we will first concentrate on building relationships, actively engaging and reaching out to the community and broadening our own perspectives. We will document our learnings with a report to Council by January 2017. *priority at 4.20 mtg Goal #1. Increase the capacity of Commissioners. To ensure that we are well prepared to serve the Council and the community, Commissioners will: Strategy 1A. participate in listening forums, or learning opportunities, to develop a common understanding of issues related to diversity. Accomplishments: . 2/3: heard from Edmonds School District • 4/6: coordinated Stakeholders' presentation to hear from other organizations already 'doing the work' Proposed Actions: 1. Sponsor community forum to hear from Refugees and Immigrant Forum of SnoCo* 2. Sponsor Youth Forum* 3. Also want to hear from: • churches and faith communities • law enforcement and public service • school district principals and administrators Notes: Want to know what interactions they have from diverse communities; is the crime and punishment disproportionate to people of color; want round table discussion (not 10 minute limits) more open discussions, not 1 of 4 2016 Work Plan Update 4.20.16 Attachment 2 DRAFT presentations Strategy 113. develop a common understanding of typically used phrases and words like diversity, culture, accessibility, privilege, and inclusion. Accomplishments: . links sent (but not discussed) to several articles about 'privilege', and some commonly accepted definitions; various announcements for college/ community events Proposed Action: 1. Encourage Commissioner participation in trainings, events, and opportunities provided by other local stakeholders Notes: Michele will contact April 6 presenters to add staff contact to mailing lists; staff will forward notices to Commissioners 2. Encourage Commissioners to report back during 'Community Update' portion of monthly agenda Notes: Action under 1C will likely lead to more discussions re: accepted definitions 3. Co-sponsor training for local leaders, including other Commissions, Council, and City staff. Notes: Does everybody going to a training interfere with Open Meeting Act? Strategy 1C. increase our awareness of best practices that support diverse communities. Accomplishments: • links Community Tool Box and "Walking the Walk" sent but not discussed Proposed Action: 1. Develop structured approach to learning about best practices; include discussion of 1-3 best practices as a regular monthly agenda item* 2. See Strategy 1B: Encourage Commissioner participation in trainings, events, and opportunities provided by other local stakeholders Strategy 1D. examine current community demographics. Accomplishments: • links to most current census information sent but not discussed Proposed Action: 1. Discuss demographics in more detail Strategy 1E. assess community services for underrepresented populations. Accomplishments: • learned of some services from Apr 6 Stakeholders' presentation Proposed Action: 1. Coordinate way to gain more info about underrepresented populations Strategy 1F. identify public policies, both formal and informal, that support diverse communities or create barriers. 2 of 4 2016 Work Plan Update 4.20.16 Attachment 2 DRAFT Accomplishments: • through informal discussions at regular monthly meetings we learned about challenges for visually impaired citizens re: Uber and Community Transit; noted Council's plans to make accommodations for deaf/hard of hearing, but not visually impaired; community member identified inflammatory email being sent to City leaders; Ed's email to Patrick re: new City brochure; Proposed Action: 1. Determine if this is something we can really do. • Ifyes—establish an approach to learn more about public policy. • If no — continue to share concerns during community update portion of regular monthly agenda. Goal #2. Strive to develop a common community understanding of diversity and related issues. In order to develop a community understanding of local issues associated with diversity, including our challenges and our assets, the Commission will engage and involve the community in the following ways: Strategy 2A. coordinate a minimum of four learning opportunities for the Commission, the community, and local leaders to hear from each other regarding current challenges, barriers and existing efforts. These opportunities may include community forums, guest speakers to the regularly scheduled Commission meetings, or facilitated small group dialogues. Accomplishments: . See Strategy 1A. Proposed Action: 1. See Strategy 1A: Sponsor community forum to hear from Refugees and Immigrant Forum of SnoCo* Strategy 2B. develop a community survey, and/or work with existing survey efforts to include diversity questions. Accomplishments: • Council approved National League of Cities survey to be sent out by June; Commissioner input will inform Patrick's next step re: reaching non English speakers Proposed Action: 1. Share additional thoughts with Patrick at May meeting 2. One page document attached to survey, and other documents, with links to translated material (like DSHS) 3. Engage with informal community leaders to increase participation 4. Use Parade as an opportunity to informally survey attendees Strategy 2C. consider key leader interviews. Accomplishments: Patrick and Ed working on key talking points Proposed Action: 1. Determine which Commissioners want to participate and who they want to speak with 3 of 4 2016 Work Plan Update 4.20.16 Attachment 2 DRAFT Goal #3. Create a public presence for the work of the Commission. To further engage the community in the work of the Commission, the Commission will: Strategy 3A. establish a subcommittee to determine how to best utilize the City website, local media and social media. Accomplishments: . 'incident response' template approved • Calendar of Observances noted on City Facebook (Lunar New Year); Commissioners signing up (Diana - Indigenous People's Day/October; Gayle LGBT pride month/June and Transgender Day of Remembrance/ Nov. 20) • Press Release re: work plan coincided with MLK Day • Collecting bios for website Proposed Action: 1. Staff resend Calendar; encourage Commissioner participation Strategy 3B. outreach to underrepresented groups, local business, service clubs, public institutions and the faith community; build partnerships with existing efforts Accomplishments: • See Strategy 1A Proposed Action Strategy 3C. enhance relationships with public leaders and with community leaders. Accomplishments: Planning for key informant interview Proposed Action: 1. Outreach to and/or provide education to local civic organizations, like the Eagles and Elks* Strategy 31). consider how to create an 'eye -popping' event. Accomplishments: Tung drafting plan for participation in 41h of JUly parade Proposed Action: 4of4 2016 Work Plan Update 4.20.16 Attachment 2 DRAFT Additional note: need clarification re: Business ie subtitles in restaurants 5 of 4 2016 Work Plan Update 4.20.16 Attachment 3 DRAFT Edmonds Diversity Commission Quarterly Work Plan Draft (timelines are suggestions by Michele only) Comments/Recommendations from 4/20 work session: • find way to provide links between Commission and presenters • find ways to coordinate connections • hear from folks through more in depth dialogue, like round table • some concern re: having speakers at regular meetings — not discussion, not just 10 minute presentations enough time to have good discussion AND complete work 2"d Quarter *priority at 4.20 mtg Project or Events Agenda Items Regular agenda items include: community up dates and discussion of 1-3 best practices* (begin in June?) May or June: Sponsor community forum to • work plan recommendations; establish sub committees for projects hear from Refugees and Immigrant Forum of • parade update; approval of plan and $$ SnoCo* • determine interest in surveying at parade May: • identify target audience for Refugee and Immigrant Forum presentation May, June: Outreach for Fall Forum . discussion: can we really identify public policies, both formal and informal, that support diverse communities or create barriers (or June agenda?) Staff: resend Calendar of Observances • share additional thoughts with Patrick re: increasing participation in survey by Commissioners: volunteer for date to under represented groups (or do via email?) highlight thru social media or web page • parade update Staff: Michele to check with Van re: interest June: , discussion: demographic details report from the City (does City have and availability staff/information ?) Staff: begin to develop stakeholders list . report back from outreach efforts and key informant interviews Staff: develop process to coordinate key informant interviews (service clubs*) Staff: request Commission staff to be added to key mailing lists 1of2 Work Plan by Quarter Attachment 3 DRAFT 3rd Quarter Project or Events Agenda Items July: Parade July • debrief parade • report back from outreach efforts and key informant interview July and Aug: Outreach for Fall Forum . approve Chair and Co -Chair selection policy Aug or Sept: Facilitated dialogue with Aug: . report back from outreach efforts and key informant interview underrepresented communities (consider World Cafe model) Sept: . report back from outreach efforts and key informant interview 4th Quarter Project or Events: Agenda Items: Sept or Oct: Youth Forum* Oct: • begin planning for report to the City • determine if nomination committee is needed Nov/Dec: reappointments/recommendations Nov: to Council Dec: . elect Chair and Co Chair • reappoint or fill Commission positions 1st Quarter 2017 Project or Events: Agenda Items: Jan: Present report to the City Jan: . approve 2017 work plan Jan or Feb: Co-sponsor training/and or facilitated dialogue for local leaders, 2of2 Work Plan by Quarter Attachment 3 DRAFT including other Commissions, Council, and City staff, law enforcement, and school district administrators 3 of 2 Work Plan by Quarter