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2018-08-01 Diversity Commission MinutesO E1),111 0 AGENDA Edmonds Diversitv Commission Edmonds Senior Center 220 Railroad Avenue, Edmonds, WA 98020 Wednesday, August 1, 2018 6:OOPM — 8:OOPM 1. Roll Call 2. Approval of Agenda 3. Approval of June 6, 2018 Meeting Summary 10 min. 4. Public Comment (3 minutes per speaker) ? min. 5. Update from the city: Patrick Doherty, Adrienne Fraley-Monillas, ? min. 6. Closed Captioning in Public Venues ? min. 7. 2018 Sub -Groups: ? min. Policy: Presentation of recommendations to Mayor & Council. (See attached ? min. recommendations) ? min. Events: Film Series, World Caf6 — October 13, 2018 Partnerships/Communications/Grants: Grand Alliance Project 8. Incident Response Language 9. Incidents in Community and Commission Role 10 min. 10. New Business, Commissioner's Corner Adjourn — 8:OOPM Next regular meeting: Wednesday September 5, 2018, 6 PM 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. DRAFT CITY OF EDMONDS DIVERSITY COMMISSION June 6, 2018 COMMISSIONERS PRESENT Diana White, Chair Ed Dorame Pat Valle Dean Olson Anabel Hovig Donnie Griffin, Vice -Chair Sarah Mixson (excused) Brian Potter Councilmember Adrienne Fraley-Monillas, ex officio COMMISSIONERS ABSENT Maria Montalvo (excused) ELECTED OFFICIALS AND STAFF PRESENT Dave Teitzel, Councilmember Patrick Doherty, ED/CS Director Cindi Cruz, ED/CS Program Coordinator Misha Carter, Diversity Commission Coordinator 1. Roll Call: Call to order at 6:00 p.m. Maria's absence is excused. 2. Approval of Agenda: The agenda approved by consensus. 3. Approval of Meeting Summary of May 2, 2018: Summary minutes approved as submitted by consensus. Discuss next meeting date — Since the next meeting date is a holiday (July 4) it was decided that July meeting would be canceled. It is the desire of the Commission to find a new meeting location outside of the Bowl. Send suggestions for alternate meeting locations and we will have August meeting at the Senior Center. 4. Public Comment: No comment by guests: David Ortiz, Vanessa Stedman, Dave Teitzel, Lori Kunze, Lael Fournier 5. Proposal for Community Based Project - David Ortiz, Communities of Color Coalition: David Ortiz handed out some information on Communities of Color Coalition's Grand Alliance project which they have chosen Edmonds to participate in. One example is "Big Week" a focus on one issue for an entire week. This is an opportunity to create a catalyst project for the Commission working with Communities of Color Coalition. Financial impact would need to be determined. Could be a year -long project. Some ideas: 1) Business community project and working with them to encourage diversity, inclusiveness and business friendly environment for people of color and/or ethnically diverse people. Project could bring businesses together. Training and engagement of businesses to create robust diversity -friendly downtown area. The BID and DEMA has mentioned interest in this also. Smaller businesses such as many in Edmonds probably do not have access to diversity training and perhaps they could utilize this Approved Meeting Summary Diversity Commission June 6, 2018 Page 1 DRAFT as a project. 2) Reaching out to neighborhoods along Hwy 99. Majority of POC live in this region. Increase visibility in this area. Difficult to reach out to the Asian community. Meet with groups around Hwy 99 and ask how they want to be engaged. Create events and involvement in churches along Hwy 99. 3) Working with National Night Out. What are next steps? Review Commission goals and priority list. Create sub -group to review and discuss. Utilize the partnership sub -group review and potentially meet with David. Dean, Diana and Maria make up the partnership sub -group and Donnie will join. David also said they are attempting to recruit an Edmonds resident to be on C3 to attend and represent at Diversity Commission meetings. 6. Update on Edmonds United Methodist Church meeting: EUMC meeting met with Patrick and Diana about event at Church with grant of $5,000. The event will have connection with diversity, equity and inclusion. Brainstorming level right now. Will be communicating re: event and promotion. 7. Update from the City: Patrick updated on Lynnwood's employee diversity group. It is an employee based group that works on issues related to diversity and employees. They have lunch meetings once a month to discuss diversity employee issues. This is not a paid, staff function; it's on the employees' own time. The City Arts Commission is interested in how to increase involvement with the Commission — film series, art exhibit, partnership between two commissions. Adrienne discussed kids that have come to Council with a request to form a Youth Commission. They are from Edmonds Woodway HS. Issues they brought up include: sexual harassment, employment, etc. school district could help with a Youth Commission. Getting young people involved in government is a focus. Patrick brought up having a Diversity Commission student representative. Staff will issue a press release advertising in August for student representative appointment at October meeting. 8. 2018 Sub -Groups: Policy: Finalize recommendations: Changes were discussed. Signs and banners is this a way to involve the Arts Commission to create a message of an inclusive community. Using channel 21 to get message out on diversity and inclusion. Went through document and after considerable discussion recommended revisions, next step is to make discussed revisions, send to Patrick, and present to Mayor and Council for their action. Approve final draft by consensus. Events: Film Series has convened and discussed next series and is researching topics. Will review films in August. World Cafe date: October 13 or 20, 2018. Fourth of July parade approve by consensus budget of $100. Partnerships/Communications/Grants: Edmonds Pride Picnic this Saturday, June 9. Will work on project with Communities of Color Coalition. There will be June 19 presentation to City Council on Diversity Commission accomplishments. 9. Incident Response Language — postpone to August 10. Incidents in Community and Commission Role — postpone to August 11. New Business, Commissioner's Corner:. Adiourn: 8:01 PM — Next regular meeting: August 1, 2018, 6 PM at Edmonds Senior Center. DRAFT Meeting Summary Diversity Commission June 6, 2018 Page 2 MEMORANDUM TO: MAYOR EARLING AND CITY COUNCIL FROM: DIVERSITY COMMISSION VIA: DIANA WHITE, CHAIR SUBJECT: POLICY RECOMMENDATIONS DATE: AUGUST x, 2018 The following issues and recommendations result from the Diversity Commission's work over the past few months which has included interviews with Department heads, the Mayor, and two City Councilmembers. The recommendations are offered for con- sideration bV the Mayor and/or Council, as appropriate. 1) Edmonds has had several discriminatory incidents in the past several years, such as, the "noose" incident, swastikas on cars/schools, Harvey's Tavern incident, and Meadowdale school incident. We recommend doing all we can to create visibility of a caring community which embraces inclusiveness, equity and diversity. Rationale: To highlight a community value throughout Edmonds that we seek to be free of discrimi- nation, recognizing that all people are unique, respected and embraced for their differ- ences. Suggestions for Implementation: - Create stickers/signs using our diversity logo to pass out to businesses throughout the community. - Install diversity flags on city light poles throughout Edmonds to highlights city bound- aries and to show inclusiveness to all within the city and those who visit. - "Diversity Embraced Here" signs as you enter the city on Highway 104 and Highway 524/Puget Dr. (GenGerns were GOst and possibility of vandalism.) - Work with other community and business organizations on these and other similar activities. - Public Service Announcements (PSA) — Channel 21 (and/or social media). Diversity Commission Policy Recommendations Page 2 of 4 August 2018 Responsibility: Public Works and Utilities Department Director. Development Services (Planning Division) Department Director Economic Services and Development Director Arts/Culture Manager 2) Based on our interview questions, department heads and others interviewed shared with us incidences of inappropriate behaviors and interactions in various departments. In order to promote diversity, equity and inclusion amongst employees, the Diversity Commission will partner with the Edmonds City Wellness Committee. This partnership will allow the Diversity Commission to introduce diversity education as part of the city's existing health and wellness program. Rationale: By being involved in the Wellness Committee, it gives the Diversity Commission the opportunity to supplement the Wellness Committee's program with aspects of diver- sity, inclusion and equity. By partnering with the Wellness Committee, we hope to reach as many employees and families as possible. Implementation: - Implicit/Explicit bias education will be included in the new employee orientation train- ing. - In addition, it is recommended that Directors of each department who make hiring decisions also be included in the Implicit/Explicit bias education. - HR Director will work with the Diversity Commission's Partnership committee to ad- vertise job openings, in hopes of attracting equally qualified diverse applicants. Responsibility: - Members of the Diversity Commission's PGIOGy and Partnership GeFnFni++oo to coordi- nate with the Wellness Committee and HR. - HR Director - Members of the Edmonds City Wellness Committee - PFesiden+ e +ho City Council,, Gi+ GeunGil P blin Safety_and Dor�T I i`� tee 3) To affirm to citizens and city employees that Edmonds is committed to following through on discriminatory and/or hate crimes reports, from first report to resolution, it is imperative to have in place safe and secure protocols. Rationale: Diversity Commission Policy Recommendations Page 3 of 4 August 2018 - To provide assurance to the public and employees that incidents negatively affecting their well-being will be appropriately handled in a result -specific, transparent and im- partial manner. Implementation: 3.a for City employees and volunteers: - Establish a taskforce to review existing processes and procedures for City employees and volunteers to report and seek resolution of bias -related incidents, with a goal to develop recommendation(s) to the Mayor and City Council regarding enhancements to ensure that reporting and follow-through protocols be timely, visible, accessible, result -specific, transparent and impartial. - Create an annual review of any such enhancements to reporting and follow-through protocols as well as reported incidents, with City Council, Mayor, and Diversity Com- mission leadership for the new protocol and reported incidents with City Council, Mayor, and Diversity Commission leadership for continuous improvement purposes. 3.b for the general public: - Establish a taskforce to review existing processes and procedures for the general public to report and seek resolution of bias -related incidents, with a goal to develop recommendation(s) to the Mayor and City Council regarding enhancements to ensure that reporting and follow-through protocols be visible, accessible, result -specific, transparent and impartial. - Create an annual review of any such enhancements to reporting and follow-through protocols, as well as reported incidents, with City Council, Mayor, and Diversity Com- mission leadership for continuous improvement purposes. Responsibility: - Edmonds Police Chief - HR Director - Diversity Commission leadership - City Council, Mayor 4) As the demographics of our city quickly change, it is vital to engage the City Council, in the development of a leadership vision regarding diversity, equity, and inclusion. (Three, five, and ten-year period, as strategic planning benchmarks.) Rationale: - The goal is to create a welcome and safe community for all. - Create an avenue for citizens of our diverse communities to become more involved. Implementation: - Engage all city council members in a regular dialog about issues of diversity, equity, and inclusion. - Create a dialog opportunity for the Diversity Commission at the City Council retreat. Diversity Commission Policy Recommendations Page 4 of 4 August 2018 - Recommend the city hire an outside, independent consultant to review City policies and procedures regarding diversity, equity and inclusion, to help identify implicit and explicit bias. Responsibility: - City Council - Diversity Commission - Mayor 5) With an increasing level of activity, programs, projects and events associated with the Diversity Commission and program, and the limited bandwidth of volunteers, additional staff support is necessary for successful implementation of such programs. Rationale: - Currently ad hoc portions of existing City staff time, plus 10 hours per month of con- tracted staff, are insufficient for these purposes. For comparison, nine cities were con- tacted in our local region with populations of similar -size to find out if they have any additional support staff for diversity and inclusion. The cities contacted were Marysville, Auburn, Burien, Des Moines, Redmond, Sammamish, Shoreline, Olympia, Lynnwood and Bremerton. Shoreline was the only city that has a part-time additional staff person, .6 FTE. Olympia has a Diversity Committee that is made up of staff members from different departments. All other cities handled any diversity and inclu- sion issues through HR. A nete abeut Lynnwood, just re-established their Diver- sity Commission, they do not have a separate staff person. Implementation: - Request increasing staff support to Diversity Commission from existing .06 FTE con- tract staff to .50 FTE contract or permanent staff. 2019 Budget. Responsibility: - Mayor - City Council