2016-05-04 Diversity Commission Agendao r E D fL.
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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
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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
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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