2016-06-01 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, June 1, 2016
6:OOPM — 7:30PM
6:00 P.M. - CALL TO ORDER
1 minute 1. Roll Call
I minute 2. Approval of Agenda
3 minutes 3. Approval of May 4, 2016 Meeting Summary
5 minutes 4. Public Comment
5 minutes 5. Report from the City
5 minutes 6. Capacity Building: Best Practices of Inclusive Communities
20 minutes 7. Capacity Building: City Demographics
5 minutes 8. Community Outreach: Parade Plan Update
10 minutes 9. Community Outreach: In -person Community Survey Proposal
10 minutes 10. Community Outreach: Commission information cards
5 minutes 11. Community Outreach: Proposed presentation by Refugee and Immigrant Forum
10 minutes 12. Discussion: Work Plan Recommendation
5 minutes 13. Report to City Council
5 minutes 14. Community Updates
15. Adjourn —
• Next regular meeting: July 6, 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.
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CITY OF EDMONDS
DIVERSITY COMMISSION
May 4, 2016
The Diversity Commission meeting was called to order at 6:04 p.m. by Ed Dorame at 220 Railroad
Avenue, Edmonds.
COMMISSIONERS PRESENT
Ed Dorame — Vice Chair
George Basioli
Diana White
Gayle Ketzel
Patricia Valle
Tung Bui
Councilmember Adrienne Fraley-Monillas,
ex officio
COMMISSIONERS ABSENT
Mario Brown — Chair
Maria Montalvo
Adam Khan
STAFF PRESENT
Patrick Doherty, ED/CS Director
Cindi Cruz, ED/CS Program Coordinator
Michele Rastovich, Diversity Commission
Coordinator
Roll Call: Call to order at 6:04 p.m. George reminded Commissioners that a voice roll call
is most helpful to him.
2. Approval of Agenda: The agenda was approved as submitted by consensus
3. Approval of Summary Minutes of April 20, 2016: By consensus, summary minutes were
approved with amendment and corrections.
4. Public Comment: None
5. Report from City: Patrick distributed Protocol and Talking Points to be used as a guide for
Commissioners during speaking engagements, key informant interviews and talking with the
press. This final version incorporates suggestions by made by Commission over the last two
weeks. It was suggested that this document be placed with the work plan and mission
statement in a folder to have handy when speaking publicly. The City held a mandatory
diversity and sexual harassment training session for all employees. The focus encouraged
recognition of all the types of diversity in the workplace, and was aimed at the employee
rather than the employer. Ed asked about this type of training for Commissioners and Boards.
Patrick will find out if Commission could participate in trainings. The City survey will be
translated into Spanish and will be sent to 2200 randomly chosen households. A letter to
citizens advising them that the survey is coming will be sent in the next couple of weeks,
followed by a reminder post card encouraging participation. The City is also involved in an
Draft Meeting Summary
Diversity Commission
May 4, 2016
Page 1
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ongoing waterfront access study and Highway 99 planning. Demographic data from the
Census will be brought to next meeting.
6. Community Outreach: Parade Plan:
Tung reviewed plans for Commission participation in the 41h of July Parade, including
inviting the April 20 Forum participants, reaching out to the community and using press
releases and social media to invite participation, encouraging folks to walk in their cultural
attire, and purchasing plastic leis for all to wear to show our unity. Tung also presented a
sample banner and discussed costs. It was suggested that the City logo be made smaller to
look less institutional than other City sponsored events, and words like `accepting' and
`respecting' be added to `celebrating diversity.' Patrick and Diana will work on finding a
more inclusive graphic and, by consensus, were authorized to design the final banner. The
Commission's intent is to keep costs as low as possible, and by consensus, it was agreed to
spend no more than $400 on this event. Patrick will create a press release and invitation to
our current mailing list for distribution closer to the event. Commissioners were encouraged
to participate and to invite others.
Pat expressed reservations about parade, and suggested it might be more helpful to survey
crowds regarding what they find accepting or not accepting in Edmonds at parade rather than
just marching in the parade. Discussion included that it is a good start with a feel -good event;
a card like the Lynnwood Diversity Commission uses could be distributed; a Marysville
example of using young people to interview visitors and note zip codes; most of the parade
watchers are not local, and navigating around the parade watchers is not practical.
Commissioners, in general, like the idea of an in -person survey, but suggested that other local
events, like the Summer Market or Music in the Park might be more appropriate venues.
Patrick noted that the City survey will include one diversity question and will forward the
survey questions to the Commission. Patrick, Pat, and Adrienne will meet to propose a plan
for Commissioners to consider at the June meeting. The Lynnwood Diversity Commission
postcard will also be discussed further at the June meeting.
7. Community Outreach — Update on invitation to Refugee and Immigrant Forum:
Michele had nothing to report and will update at next meeting.
8. Work Plan Recommendation:
Michele reviewed the Work Plan April Update and presented a proposed Work Plan by
Quarter, based on the April 20 discussion. Most work will need to be done outside of regular
meetings by sub committees. Proposed projects include: presentation from Refugee and
Immigrant Forum, Key Informant Interviews, a community forum, perhaps using the World
Cafe Model, a Youth Forum, and some kinds training or intentional meaningful dialogue with
City and community leaders. High priority items from the April 20 meeting were: don't over
stack agendas; learning more about best practices of community inclusion; learning more
about City demographics, and insuring that the Community Update is always included in the
regular meeting agendas. There was some discussion about the work plan goal of learning
more about public policies that either encourage or discourage inclusiveness and this will
need more discussion. Commissioners were asked to review the draft plan, especially
consider the proposed projects of a Youth Forum, a World Caf6 event, and an intentional
training or discussion with leaders. The plan will be discussed further at the May meeting. It
was also suggested that the Commission report to Council at about the six-month point.
Draft Meeting Summary
Diversity Commission
May 4, 2016
Page 2
Adjourn: 7:36 PM — Next regular meeting: June 1, 2016, 6 PM
Draft Meeting Summary
Diversity Commission
May 4, 2016
Page 3
DRAFT
Edmonds Diversity Commission
Addendum to Work Plan — Proposed Projects
Proposed Project
By When?
Preliminary Tasks?
Who Will Work On This?
Presentation: Refugee &
June 29, 2016
• Commission approval of date
• Michele
Immigrant Forum
• Commission input re: what they want to know
• Patrick and Cindy
• Determine who to invite
Purpose: increase capacity
• Coordinate logistics with Senior Center
of Commissioners and
• Develop invitations
City/Community leaders
4t of July Parade
July 4, 2016
• Tung, Patrick, and Diana have completed
• Tung is lead
preliminary tasks
• Other Commissioners as
Purpose: increase
• What else?
volunteered
community awareness of
• All Commissioners invited
Commission, and of the
to participate
diversity of our community;
• All Commissioner to help
generate interest in the
spread the word
Commission; build new
• City Staff responsible for
partnerships/connections
registration, purchasing
banner
Youth Forum
Fall 2016
• Identify outcomes — what do you want to know
or do as a result of hearing youth voice?
Purpose: hear youth voice,
Exact date to
• Determine format. Possibilities could include,
including their experiences,
be determined
sponsoring a typical youth panel presentation;
concerns, suggestions re:
by planning
partnering with youth serving organization to
being a more inclusive
committee
organize event; sponsoring poetry/art event;
community
participating in an already planned youth
event, or ???
• Identify community partners
• Develop proposed plan, including timeline to
Proposed Projects draft May 16, 2016
DRAFT
present to Commission for approval
Proposed Project
By When?
Preliminary Tasks?
Who Will Work On This?
Community Forum
Fall 2016
. Identify outcomes — what do you want to know
(Facilitated dialogue with
or do as a result of hearing from community
underrepresented
Exact date to
members?
communities)
be determined
• Develop plan for Commission approval to
by planning
include:
Purpose: Increase capacity
committee
. Proposed format for meaningful exchange
of Commissioners; increase
of ideas/experiences; consider World Cafe
community engagement;
Model;
begin to develop
. Discussion questions
understanding of common
. Community outreach plan
ground and of gaps and
. Partner outreach plan
barriers
. Timeline
Leader Event
Early 2017
. Identify outcomes — what do you want to know
or do as a result of this event?
Purpose: Provide
Exact date to
. Determine format? Would a training, a
opportunity for local
be determined
facilitated conversation, or a combination of
leaders, including other
by planning
both be most helpful
Commissions, Council, City
committee
. Research proven models/trainings
staff, law enforcement, and
. Identify barriers to participation
school district admin to
. Develop plan for Commission approval
learn more together, and to
engage in deep dialogue
about diversity issues
Key Informant Interviews
Ongoing —
• Protocols and talking points have been
• All Commissioners who
starting now
developed
have an interest
Purpose: Increase
• Identify who wants to talk to whom; tell
• Michele to track who is
Commission presence; build
Michele who you plan to talk with
talking to whom
Commission capacity by
• Identify what you want to know from
• For example — Ed will be
providing opportunity to
community groups/leaders
talking to Chamber
hear from community
. Identify what you need from staff to assist you
• Who else?
'roposed Projects draft May 16, 2016
DRAFT
stakeholders
• Develop information gathering tool or protocol
Proposed Project
By When?
Preliminary Tasks?
Who Will Work On This?
Increase Commission
Ongoing
• Present information on best practices of
• Staff with input from
Capacity
inclusive communities as part of regular
Commissioners
monthly agendas
Calendar of Observances
Ongoing
• Sign up for an observance that you want to
• All Commissioners
highlight on the City Facebook page or the
• Diana - Indigenous
website
People's Day/October
• Gayle LGBT Pride
Month/June and
Transgender Day of
Remembrance/ Nov. 20
• Staff noted April 15 Day
of Silence; May 5
Holocaust Remembrance
Day; and May 5 Cinco de
Mayo
• Invite your friends to like
the City FB page, and
especially Commission
posts!
Additional Calendar Notes:
July:
approve election of ChairNice Chair policy
June:
update report to Council
October:
begin planning for annual report to the City
determine if nomination committee is needed
November:
appointment/reappointment recommendations to Council
December:
elect ChairNice Chair
Dec/Jan:
approve 2017 workplan
Proposed Projects draft May 16, 2016