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2025-5-27 - DEIC Agenda Packet May 27, 2025 — 6:30 PM Council Conference Room Hybrid Meeting 1.Call to Order 1.A.Commissioner Onboarding and Oath of Office 2.Land Acknowledgement We acknowledge and honor the Dakota nation, on whose ancestral land the City of Golden Valley is built, and whose land resources we use. We commit to counteracting the erasure of the cultural practices and presence of the Dakota people through education and by amplifying a wide range of indigenous voices. 3.Roll Call 4.Approval of Agenda 5.Approval of Minutes 5.A.Approval of Minutes - March 25th, 2025 6.Discussion Items 6.A.Bylaws Update 7.Subcommittee Updates 7.A.City Systems 7.B.Communication and Networking 1. GV Pride Tabling 2. Questionnaire/Survey Outreach 7.C.Events 1. BAEGV 1. May 2025 Forum Follow-Up 2. September 2025 2. Hate Has No Home Here Forum DEI COMMISSION MEETING AGENDA Diversity, Equity, and Inclusion (DEI) Commission meetings are being conducted in a hybrid format with in-person and remote options for attending. Remote Attendance Options: Members of the public may attend this meeting by streaming via MS Teams and entering passcode jCvmxK. City of Golden Valley DEI Commission Meeting May 27, 2025 — 6:30 PM 1 3. Robbinsdale HRC Event Partnership 8.Staff Updates 8.A.Equity Plan Council Work Session Presentation 9.Future Agenda 10.Adjournment City of Golden Valley DEI Commission Meeting May 27, 2025 — 6:30 PM 2 1 March 25, 2025 — 6:30 PM Council Conference Room Hybrid Meeting DEI COMMISSION MEETING MINUTES 1. Call to Order Meeting called to order at 6:32pm 2. Land Acknowledgement 3. Roll Call Commissioners present: Ruth Paradise, Tracy Murphy, Andrew Alberth, Kristian Baker and Kira Jimenez Commissioners absent: Joelle Allen Staff present: Seth Kaempfer, Equity and Inclusion Manager Council Member present: Maurice Harris 4. Approval of Agenda Motion to amend the agenda by changing #6 to be DEIC Chair and Vice Chair Elections and adjust all numbers accordingly by Commissioner Alberth, seconded by Commissioner Murphy Motion carries 5-0 Motion to approve amended agenda by Commissioner Alberth, seconded by Commissioner Murphy Motion carries 5-0 5. Approval of Minutes Motion to approve minutes by Commissioner Murphy, seconded by Commissioner Alberth Motion carries 5-0 6. Chair and Vice Chair Elections Floor opened for elections by Staff Kaempfer to fill vacant seat of Chair. Commissioner Paradise self-nominated and was inducted into Chair of the Commission. Floor remained open for election to fill vacant seat of Vice Chair. Commissioner Murphy self- nominated and was inducted into Vice Chair of the Commission. 3 2 7. Discussion Items 7.A. Bylaws Update Commission worked at updating Article 1 and 2 of the bylaws of the commission. Commission added duty #7, removed and simplified language in membership, and added clarity in the officer’s information. 7.B. DEI Language and Communication Commissioners talked about the current trend across the nation of the shift of updating and changing language related to DEI. Commissioner Murphy noted that at this time there does not seem to be a need to but to keep aware of what could be coming and is continuing to happen. Commissioner Alberth noted that it will be important for the Commission to be notified from Council about if there is any particular threat and how the Commission can be of support for Council and the work of the City. 8. Subcommittee Updates 8.A. City Systems Commissioner Murphy noted the subcommittee is looking for the subcommittee chair to help lead the work and Commissioner Alberth stated that he can take that on. 8.B. Communication and Networking 1. GV Pride Tabling Commission discussed that they would like to continue participating at GV Pride. Commissioner Alberth wants to do an engagement to gather community feedback in addition to the other activities at the booth. Commissioners discussed what to order and Staff Kaempfer will order the items. Commissioner Paradise noted that in combination with pride festivities that the Robbinsdale HRC is interested in doing an event in J une related to LGBTQIA+ rights and were asking for a Commission representative. Commissioner Alberth stated that he would be interested and would attend their next meeting. 8.C. Events 1. BAEGV 1. March 2025 Follow-Up Commissioner Murphy shared that the event went well, community felt incredibly informed, and it was well attended. 4 3 2. May 2025 Forum Commissioner Paradise reminded the commission that the event will be showing the film, Missing from Fire Trail Road, and be held at Breck School. Commissioner Paradise said that Jordan Zickermann from Breck will be in contact with Staff Kaempfer. Staff Kaempfer will purchase the film. . 2. Hate Has No Home Here Forum Commissioner Paradise shared that the first forum will be on immigration and the second will be on ageism. 9. Staff Updates 8.A. DEIC Commissioner Membership Staff Kaempfer shared that interviews have been conducted and will be notified soon of who will be newly inducted commissioners. 10. Future Agenda Items Commissioners asked for the following to be put on the agenda for the March meeting: • Bylaws updates 11. Adjournment Meeting adjourned at 7:58 pm. _______________________________ Seth Kaempfer, Equity and Inclusion Manager _______________________________ Date _______________________________ Ruth Paradise, Chair _______________________________ Date 5 BYLAWS Diversity,Equity,&InclusionCommission (DEIC) ArticleI: Purpose,Mission,andPrescribedDuties TheCommissionshallbeanadvisorycommissiontotheCityCouncil. A.Mission, Vision, Values TheCommission’smissionistopromoteandnurtureasafeandwelcomingcommunitydedicatedtothe values of social equity, inclusion, and justice. The Commissionshalladviseand make recommendationsto the Council in mattersrelating to diversity, equity, inclusion, and human rights. B.Duties In accordancewith its bylaws and annualwork plan,andthrough the collaboration and cooperation of City staff, the DEI Commission shall: (1)Analyze the City’sprocesses, procedures,policies,and ordinances as directed by the City Councilon matters of diversity, equity, inclusion, human rights. (2)Present the resultsof programsof researchandrecommendchangesto processes, procedures, policies, and ordinances to the City Council based on those results. (3)Regularly reviewandevaluatethe City’scommunityoutreachmethodsandactivities to ensure messaging reaches diverse populations and provides inclusive participation opportunities. (4)Annually provideinputon theCity’s EquityPlan and, as requested by CityManager,their designee, or City equity staff: a.AnalyzeCitysystemstoidentifysystemsofinequality(includingsystemicracism),and b.Make recommendations relatingto changesin ordinance,policy,or practiceto dismantle those systems. (5)Communicatethe City’sdiversity,equity, andinclusion (DE&I) work and facilitatecommunity engagement and feedback. (6)Collaborate withorganizationsto host andpromote events that educatethe communityon issues of diversity, equity, inclusion, and human rights, and other issues and to promote awareness and appreciation of diversity. (7)Adapt to the developing needs as identified by the City Council related to diversity, equity, inclusion, and human rights related to Article A. ArticleII:Membership,Appointments, Terms, andOfficers A.Membership Initially, any current member of the existing Human Rights Commission or Rising Tides Task Force who submits an application, shall be automatically appointed to the Commission. After the initial appointments, The Commission shall consist of nine regular members, and two youth voting members. The reduction in membership size shall happen gradually over the first three years as initial appointment termsexpire so that there are 11 members by May 2023.Youthmembersshall liveorattend schoolwithin Golden Valley, the Robbinsdale Area District or Hopkins School District and be enrolled in school grades 9 through 12.6 In accordancewith the City’s values andWelcomeStatement, the Council shallseek to have said appointments reflect the diverse voices and perspectives of people living, working, and/or volunteering in the community. Appointees should reflect, in their life experiences, their commitment to building an equitable Golden Valley. This could include lived experiences with discrimination, advocacy, activism, marginalized communities, and DEI practices. in the community, including: Individualswho haveprofessional,volunteer,or personal experienceswith communities that have historically experienced or presently experience the stress and trauma of discrimination, for example, individuals with work or volunteer experience in the field of diversity, equity and inclusion, or personal involvement in advocacy or activism; Individualswho haveprofessional,volunteer,or personal experienceswith healingof marginalized communities; and Individualswithpersonalexperienceinvolvingdiscrimination. AtaminimumtheDEICmembershipshallconsistof: Onememberwithaconnectiontomulti-familyorgrouphousing;and One member of acommunity group thathas demonstrated commitment to thevaluesof racial equity, inclusion, social justice, and human rights. If the City doesnot receivequalified applicationsfromone of the above categories, the remainingspots may be filled with any person who lives, works, attends school, volunteers, or worships in the City of Golden Valley and passes the interview process. B.Appointments and Terms Appointments are made effective May 1 of each year. The Council shall appoint regular members of the Commission for three-year staggered terms. Youth members shall be appointed for a one-year term. The termsofCommissionmembersshallbe fixedanddeterminedat thetimeofappointmentbythegoverning ordinance. The City Council shall appoint the members of the Commission and to fill vacancies for unexpired terms. A vacancy shall be deemed to exist if a regular member ceases to meet the residency requirements or a youth member who ceases to meet the residency, age, or school requirements. C.Officers TheCommissionshallelectofficersofChairandVice-Chairfrom theCommissionmembershipbyits voting members at its regular annual meeting, (no later than the second meeting after May 1 in each year). The Chair and Vice Chair positions rotate, and members may only serve two consecutive years as the Chair or Vice-Chair. Should the office of Chairor Vice-Chair become vacant, the Commissionshall elect a successor from its membership at the next regularmeeting and such election shall be for the unexpiredterm of said office. Officers may also delegate the duties of their position to other Commissioners as deemed appropriate by the Commission. Chair responsibilities include: •workwithstaffliaisontodevelopmeetingagendas •conductandpresideatallmeetingsinaproductiveandtime-efficientmanner •ensure theCommissionconductsits activitieswithinthestatedmissionandbylawsofthe Commission •promotes and advocates for appoint Commissioners to participate in subcommittees •monitorandensuretheprogressoftheCommission 7 •reportto theCityCouncil Vice-Chair responsibilities: •performthedutiesoftheChairintheabsenceorincapacityoftheChair •performallotherdutiesasprescribedbytheCommission Article III: Meetings and Attendance A.Meetings Allmeetings of theCommissionshallbe conducted in accordance with the Minnesota Open MeetingLaw and City code. This means all business and discussion occurs at a meeting which has been posted and is open to the public. The presence of a majority of all regular members currently appointed to the Commission shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes. In the event a quorum is not reached, a smaller number of members may meet to have informal discussion, however, formal action shall not be taken and must be reserved for such time as when a quorumof theCommissionisreached.Aquorumof themembersshouldnotdiscussCommissionbusiness by email, forms of social media, telephone,or informalmeetings. Commissionmeetings may be cancelled by the staff liaison if there are no items on the agenda for discussion. The proceedings of meetings should be conducted usingstandard parliamentary procedure. i.RegularMeeting The regular meeting of the Commission shall be held on the fourth Tuesday of the month at City Hall at6:30 pm.TheCommission may, bya majorityvote,changeits regularmeetingdatesforanyreason provided proper public notice of the changed meeting is provided. ii.AnnualMeeting TheAnnual Meetingofthecommissionshallbe aregularmeeting,typicallythefirstmeeting afterMay 1 of each year, at which time elections will be held. iii.SpecialMeetings A special meeting of the Commission may be called by the Chair or two commissioners, or by the City Council,for thepurposeoftransactinganybusinessdesignatedin themeeting notice.The notice fora special meeting shall be posted in compliance with the Minnesota State Statutes governing public meetings. The staff liaison shall notify Commissioners at least three days prior to the meeting of the date, time, place and purpose of the special meeting. A special meeting must also be posted in accordance with the requirements of the Minnesota Open Meeting Law. B.Attendance Membersareexpectedto attendall meetings,includingthe annualboardandcommissionjointmeeting.If a member is unable to attend a meeting, they should contact the staff liaison, who will inform the chair. If a quorum cannot be attained, the meeting may be canceled. Staff liaisons will track attendance at each meeting. Each April, the City Manager’s office will review attendance records for the preceding calendar year (April-March) and send a standardized letter of warning to any member that has missed: •twoconsecutiveorthreetotalmeetingsforgroupsthatmeetonceamonth;or •twoconsecutiveorfivetotalmeetingsforgroupsthatmeettwiceamonth. Because attendance is so important to the work of the City’s boards and commissions, the City Manager may ask the member to explain the reasons for their absences. If circumstances prevent the member from committing to consistently attendingfuture meetings,the member may beasked to step down. The City Manager will not ask the member to step down if their inability to attend meetings is due to health 8 reasons. If the member’s attendance does not improve within 3 months after receiving a warning, the City Manager or their designee shall ask the member to step down. If the member chooses not to step down, the Council may take action to remove the member. 9 ArticleIV: Rules A.Agenda The agenda for regular and special meetings of the Commission shall be prepared by the staff liaison. Items to be placed on the agenda may be proposed by the Chair, a Commission member, the staff liaison or at the request of the City Council. Residents, businesses, or other interested parties may contact the staff liaison to request that an item be placed on the agenda for consideration. All agenda topics presentedby theCityCouncilwill be placedonan appropriateagenda;requests fromotherpartieswill be placed on an appropriate future agenda at the discretion of the staff liaison. The agenda shall be approved at each meeting prior to discussion of any item on the agenda. At the time ofagendaapproval, itemsmay beremovedand theorderof businessmay bemodifiedby a majorityvote of members present at the meeting. No items shall be added to the agenda unless deemed as urgent by the staff liaison. Prior to adjournment, members present may communicate items recommended for inclusion on future agendas. B.Recordkeeping All minutes and resolutions shall be in writing and shall be kept in accordance with City procedures, MinnesotaStatuteandRulesregardingpreservationofpublicrecordsandthe MinnesotaDataPrivacyAct. C.WorkPlan TheCommissionwilldraftanannualworkplanthatdetailsactivitiesandprojectedtimelinesforthe upcoming year. •TheChairmayappoint will encourage Commissionerstobeprimarilyresponsibleforeachworkplan activity. •TheCommissionmay establishsubcommitteestooverseeworkplanactivities.Thesubcommittees will be chaired by Commissioners who express interest and are appointed by the Chair. •TheCommission’sworkplanwillbesubmittedto theCityCouncil,typicallyduringthefirst quarter of the calendar year. The Chair and/or Commissioners will may be asked to attend a Council/Manager meeting to discuss the annual work plan with the City Council. •TheCommission’sworkplanmustbeagreedupon bytheCityCouncil. D.AnnualReport TheCommissionshall may submitanannualreporttothe CityCouncilsummarizingthepastyear's activities. The report may highlight information the Commission feels appropriate to convey to the City Council. •TheChairor Vice-Chairwillprepare the reportforapprovalbytheCommission.Commission members may submit signed addenda presenting alternative conclusions or perspectives. •Thereportandaddendaare should be submitted to Council with the currentyearwork plan in the first quarter of the calendar year or as soon thereafter as possible. E.Subcommittees TheCommissionmay createsubcommitteesto plananddirect activities relatedto topicsofinterestto the Commission and to oversee work plan activities. •SubcommitteeswillbechairedbyCommissionersappointedbytheChairandshallnot consistofa majority or more of currently appointed Commission members. •Amajorityofthesubcommittee mustbepresentto conductbusiness,includingthesubcommittee chair. •TheCommissionmayconsolidateordissolvesubcommitteesatanytime. •Thesubcommitteechairmayappoint invite otherCommissionersandrepresentatives fromthe broader community to the subcommittee, provided that the subcommittee at no time consists of a majority or more of currently appointed Commission members.10 •Thesubcommittee chairshallreport backto theCommissionaboutitsactivitiesas an agendaitem at regular Commission meetings. •Subcommittee meetings shall be held at a date and time that does not conflict with the Commission’sregularandspecialmeetings.Thestaffliaisonshallbenotifiedofthedate,time, location and topic of all Subcommittee meetings. F.PerformanceofDuties Commissioners are expected to adequately prepare for meetings. Commissioners unable to complete an assigned task should notify the commission chair or subcommittee chair as soon as possible. The Commission staffliaisonmay ask theCityCouncil to reviewaCommissioner’sappointment basedupon its assessment of significant lack of performance. 11 City of Golden Valley Community Outreach Equity Commission Questionnaire Please fill out this questionnaire. It will help in our yearly review of communication efforts to reach and inform our community members about what is happening in the city. QUESTIONS YES NO 1.How do you get your information? a. City Newsletter b. City website c. City social media sites d. Receive individual texts, emails e. Flyers, brochures or other mailings f. Other- please list where you get your City information. 2.Community Forums, meeting, other events a. Have you participated in City volunteer opportunities? b. Have you attended a City department workshop or training activity held as an outreach /educational event? c. Do you know about the “Music in the Parks” events? d. Do you vote in City elections for City Council Members? e. Have you attended events at Brookview? f. Have you or a family member participated in Park & Rec or police and fire department outreach activities? g. Are you involved in a City partnership with a community organization? 3.List the City community outreach programs and initiatives that you are aware of: 4.Are you satisfied with the City’s outreach efforts? SOME YES NO In what ways could the City do a better job of communication? 5.What is your favorite City event and why? 12