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01-12-21 Rising TIDES Agenda Packet REGULAR MEETING AGENDA * All members of the public are welcome to attend This meeting will be held via Cisco Webex in accordance with the local emergency declaration made by the City under Minn. Stat. § 12.37. The public may monitor this meeting by calling 1-415-655-0001 and entering the meeting code 177-794-9130. For technical assistance, please contact support staff at 763-593-8007 or webexsupport@goldenvalleymn.gov. If you incur costs to call into the meeting, you may submit the costs to the City for reimbursement consideration. 1. Call to Order 2. Attendance/Roll Call 3. Approval of Agenda and Approval of December 8, 2020 Meeting Minutes 4. Subcommittee Updates on Action Plan 5. Adjournment January 12, 2021 – 5:15 pm Via Cisco WebEx Rising TIDES Task Force REGULAR MEETING MINUTES Call to Order The meeting was called to order at 5:22 pm by Chair Allen. Roll Call Members present: Joelle Allen, Ruth Paradise, Alex Moreno, Amber Alexander, Myat Thanda Tun, Ajani Woodson, Brad Taylor-White, Fartun Hussein, and Melissa Johnson Members absent: Sheri Hixon and Sam Powers Staff present: Kirsten Santelices, Human Resources Director and Kiarra Zackery, Equity and Inclusion Manager Approval of Agenda and October 13, 2020 Meeting Minutes MOTION by Vice Chair Alexander to approve the agenda and October Minutes meeting minutes as submitted. Seconded by Member Moreno . Motion carried 9-0. Phase II Task Force Discussion: Priorities and Action Plan Chair Allen opened the floor for the subgroups to go through the draft action plan document. Each subcommittee walked through their action steps and calendar. The group discussed each topic and potential staff partners with Staff Santelices. MOTION by Member Paradise to approve the action items in the action plan document as the Task Force priorities. Seconded by Member Taylor-White . Motion carried 9-0. Staff will set up meetings for the contracting/RFP team and the communications team. Staff will also update the Task Force once Equity 101 training has been completed for City staff. The Task Force asked if the City has demographic data for its current Task Forces, Commissions, and Boards, etc. Staff stated that the demographic data is not currently collected as part of these processes. The Task Force and staff will think of ideas on the best way to collect this data. Adjournment MOTION by Member Johnson. Seconded by Member Thanda Thun. Meeting adjourned at 6:18 pm. _______________________________ Joelle Allen, Chair ATTEST: _________________________________ Kirsten Santelices, Human Resources Director December 8, 2020 – 5:15 pm Via Cisco Webex Rising TIDES Task Force Phase II Action Plan The following items are a list of strategic priorities, with the recommendations from the June 2020 Recommendations Report and New Priorities for Phase II. At its September 2020 Meeting the Task Force identified areas of priority. Those priority items are highlighted in blue. Additionally, at its October meeting each subcommittee presented action items for their topics. Due/Time frame Action Items/Action Steps Proposed at October Meeting Owner(s) Strategic Priority Recommendation from June 2020 Report Ongoing Send specific invitations to community organizations to attend upcoming meetings – particularly when that community may be impacted. RT Sub Committee: Amber Brad Myat Diversifying Boards, Commissions, Task Forces, and City Council Build connections with local school districts, businesses, and other community organizations (Recommendations Report page 9) Meet with current Rising TIDES Taskforce Member Ajani Woodson to understand current work at Allianz to improve recruitment of those with disabilities RT Sub Committee: Amber Brad Myat Research and reach out to ‘Abilities’ Networks at local companies (Target, Gen Mills, etc.) Reach out to ERGs at local companies RT Sub Committee: Amber Brad Myat Nov - Jan Create a list of small and minority-owned businesses in Golden Valley and make a good faith effort to keep them informed of opportunities and timelines, utilize diverse businesses in all sourcing initiatives and purchasing events. RT Sub- committee: Joelle Sam Fartun Alex Process for Reviewing City Contracts & RFPs to Eliminate Potential Bias Short Range Goals (Recommendations Report page 7) December Compile sample procurement policies from other municipalities. Such procedures are established to give traditionally underutilized businesses a competitive advantage and meet customer and government requirements. RT Sub- committee: Joelle Sam Fartun Alex Process for Reviewing City Contracts & RFPs to Eliminate Potential Bias Short Range Goals (Recommendations Report page 7) Ongoing 2021/2022 Create a phased strategy for establishing and rolling out a comprehensive supplier diversity program. Look to National Minority Supplier Diversity Council NMSDC guidelines as a start 1. Decide on Metrics and Measures of Success (Mar) 2. Create Phased Plan for short & long term wins (May) 3. First Draft of revised plan (June) 4. Trial (July – November) 5. Final Draft & Trial Evaluation (December) 6. Rollout (Jan 2022) Evaluation (Jan 2023) RT Sub- committee: Joelle Sam Fartun Alex Process for Reviewing City Contracts & RFPs to Eliminate Potential Bias Long Range Goals (Recommendations Report pages 7-8) January Publicize the process of joining boards & commissions in places they are not typically publicized. This can be done in a “how to get involved” brochure with a calendar RT Sub Committee: Amber Brad Myat / GV Communicati ons Diversifying Boards, Commissions, Task Forces, and City Council Heavily publicize board and commission opportunities (Recommendations Report page 9) Create statements that can be used broadly in print and online to underscore the importance of diversit y and inclusion within our city RT Sub Committee: Amber Brad Myat / GV Communicati ons Social media advertising RT Sub Committee: Amber Brad Myat / GV Communicati ons Jan/Feb depending on upcoming bid ops Create opportunities for small and minority-owned businesses by revisiting how contracts are awarded. Begin with contracts under$ 175, RT Sub- committee: Joelle Sam Fartun Alex Process for Reviewing City Contracts & RFPs to Eliminate Potential Bias Short Range Goals (Recommendations Report page 7) 000 where the City is not required to meet the public bidding law requirements; or by requiring larger contractors to subcontract parts of the bid to underrepresented business. February 2021 Undergo implicit bias training as a Rising TIDES Task Force so that we are more considerate of difference as we propose solutions and craft inclusive language. Equity and Inclusion Manager Communicating Equity with the Community Create and/or adopt a framework for providing culturally sensitive materials (Recommendations Report page 5) February 2021 Initiate a Welcome to the Neighborhood Program: 1. Determine need to establish a “Welcome to Golden Valley” committee. (see addendum for rational) • Investigate possibility of in cooperation with the Golden Valley Community Foundation. • Meeting of Outreach sub- committee with Equity Manager and HR. Director for planning discussion. • Include a “ Welcome to Community” “committee recruitment notice in city Newsletter. *See addendum RT Sub- Committee: Ruth Melissa Sheri Ajani GV Communicati ons/ GV IT Community Outreach and Education Long Range Goals: Utilize existing community resources to more quickly implement outreach activities. (Recommendations Report 13) February 2021 (Depends on outcome of 1) 2. Determine content (electronic packet) March- May 2021 3. Build Welcome to the Community Website *See addendum March 2021 4. Develop system for learning about new residents. • Develop pipeline with city record keeping department to be notified of homes recently sold, with new homeowner’s names and contact information. • Develop system to contact apartment managers to ask them to distribute flyer to new residents. May 2021 5. Design Flyer to promote and direct to the Welcome to the Community Website. *See addendum May 2021 6. Develop system to distribute flyers. Summer 2021 (maybe combine with summer P&R) 7. New resident social. Feb / March Host information sessions / Lunch and Learn supplier diversity series which includes how to do business with the city of Golden valley. RT Sub- committee: Joelle Sam Fartun Alex Process for Reviewing City Contracts & RFPs to Eliminate Potential Bias Short Range Goals (Recommendations Report page 7) March/April 2021 Publicize Census results broken down by demographics. Establish a habit of articulating how decision making is impacted by the makeup of the city and state. Once specific GV Data is available use that inst ead. GV Communicati ons / City Council Communicating Equity with the Community Gather data on diverse communities/Put into place various opportunities for gathering data (Recommendations Report page 4) July/August 2021 In addition to twice yearly forums, consider creating an annual event similar to PRIDE that celebrates culture, highlights the culture and contributions of underrepresented groups and promotes a friendly welcoming environment for people of all backgrounds. This “Ethnic Pride Event” would fea ture city partners, local businesses – with a spotlight on minority-owned and/or centered business, music, food and fun. RT Sub- Committee: Joelle Sam Fartun Alex /GV Communicati ons /City Council/ Community planning Committee / GVPD/GV Vendors Communicating Equity with the Community Long Range Goal: A PRIDE -like event that celebrates diversity (Recommendations Report page 5) 1. Establish a community- based planning committee 2. Involve a majority of minority-owned and GV based contractors Create a youth committee – lead by youth July/August 2021 Succession Planning of Board and Commissions • When are openings anticipated? Create marketing plan in preparation RT Sub Committee: Amber Brad Myat Diversifying Boards, Commissions, Task Forces, and City Council Ongoing Equity 101 training for staff. RT Sub- Committee: Ruth Melissa Sheri Ajani Equity and Inclusion Manager Eliminating Barriers in Programming and Facilities Ensure that staff members are trained to be friendly and responsive to the needs of diverse p opulations (Recommendations Report page 16) Diversifying Employee Recruitment Build Routines to ensure internal employee culture Work with Park & Rec and Robbinsdale Community Education planners to establish benchmarks and evaluate programming for progress in diversity and inclusion of participants in their programs and courses. These are recommendations for city program evaluation and project management to list as benchmarks or to include in how they evaluate their programming: • Who attends? • Who teaches or leads/coaches activities? • Courses for people with disabilities – accessibility? RT Sub- Committee: Ruth Melissa Sheri Ajani Eliminating Barriers in Programming and Facilities Inclusion and diversity in programming (Recommendations Report page 15) • Barriers to participation such as fees, location, transportation? Meet with the planning committees for Park & Rec and Robbinsdale Community Education courses to discuss: • More prominent placement of information regarding availability of financial assistance. Determine where this assistance is, or should be, advertised. RT Sub- Committee: Ruth Melissa Sheri Ajani Eliminating Barriers in Programming and Facilities Ensuring equitable opportunity to participation in City programming and events (Recommendations Report page 16) TBD – Phase III Support the goal of reaching city youth by creating flyers, language and opportunities for them to connect to ongoing activities at the city. Specific items include: 1. Look at upcoming forums / activities and carve out a place where city youth can play a part. Craft a statement on why youth is important to our city. Put it on the website and in locations where youth typically congregate. RT Sub Committee: Amber Brad Myat / GV Communicati ons Diversifying Boards, Commissions, Task Forces, and City Council Engage with city youth (New Phase II Priority) TBD – Phase III Meet with current “Youth Members” on other Task Forces to understand: 1. how they got engaged, 2. what they like about their roles and ideas where to recruit other youth. RT Sub Committee: Amber Brad Myat / GV Communicati ons TBD – Phase III Share desire to add youth to boards/commissions with local schools, targeting high school government, social studies, and volunteer groups: • Robbinsdale school district • Hopkins school district • Perpich Center for Arts school RT Sub Committee: Amber Brad Myat / GV Communicati ons • Breck school Summit Academy school TBD – Phase III Essay contest for city youth: “Why Civic Engagement is Important” RT Sub Committee: Amber Brad Myat / GV Communicati ons TBD – Phase III Advertising contest for city youth: Create our next advertisement for Board & Commission opportunities RT Sub Committee: Amber Brad Myat / GV Communicati ons GV City Leadership/ City Council GV leadership provide strong recommendation, or set goal, of 1 youth member and x% diverse members by end of 2021 for each Board and Commission RT Sub Committee: Amber Brad Myat / GV Communicati ons Additional Strategic Priority Ideas: Partnerships with other Commissions/Task Forces Update the City Equity Plan *Addendum Rational for establishing a “Welcome to Community” Committee A welcome packet has been tried before in Golden Valley. This has included having small businesses help pay for expenses and having ads in the packet. For some reason, the program has always been discontinued. Having a committee overseen by the Community Foundation should provide buy-in by community members. This would also provide for continuity and renewal of participants of the committee. City staff don’t have the time to update content, change distribution strategies as technology changes, etc. There is a need for a group who has a specific responsibility for this project. The Rising Tides Task Force is a temporary task force, and so will not be available to continue promotion of this initiative. Website Welcome Program Content Suggested items for content: • City of Golden Valley Welcome Statement • Rising Tides brochure • City Contact numbers and URLs • Parks/hiking & biking trails, swimming, ice skating locations, dog parks. • Sanitation companies. • Events/date of regular activities in G.V.. • Social media in Golden Valley. • City of Golden Valley volunteer opportunities and how apply. • City of Golden Valley Board and Commission service opportunities and how to apply. • City publications to expect. • City of Golden Valley auxiliary organizations. • Social service organizations in Golden Valley • Voting in Golden Valley • Description of City Government – City Council, public forums, public hearings. • Park & Rec and community education. URL and blurb. • Library Suggested strategies for distribution of flyer advertising City “Welcome to Community” website URL. • City website • Realtors to give out when a home is sold. • Placed in Library • Placed in City Hall • Placed in other public places. • Flyer mailed to new homeowners • Flyers placed for distribution by apartment managers to new residents. Useful Information: Below are groups that work with (or are part of) the City of Golden Valley that we could “piggyback” with in outreach efforts, through cooperation with their staff and volunteers. This is included as a tool, even though it maybe not needed immediately. Golden Valley Boards & Commissions • Board of Zoning Appeals • Civil Service Commission • Environmental Commission • Human Rights Commission • Human Services Commission o At Risk Teens – Treehouse (Note: this is a religious organization that on its web site mentions God and Jesus.) o Bridge for Youth o Prism – food, financial help, thrift store o sojourner Project – shelter from domestic violence o Senior community Services o Meals for Homebound – NW Suburban Dinner at your door o HUG – Helping Us Grow – support for families • Open Space and Recreation Commission • Planning Commission • Rising Tides Task Force City of Golden Valley Auxiliary Organizations and Event List Golden Valley Fire Relief Association • Police & Fire in the Parks • Bike Rodeo • MN Night to Unite • Citizens Academy • Police Reserve Officer Appreciation • Apartment Managers Networking Luncheon • Shop with a Cop • School Safety Programs Golden Valley Community Foundation • Small Sparks Community Grants • Golden Valley Arts • MLK JR. Day • Summer Concerts in the Park • Adult & Youth Leadership Programming • June Water Days • View of the Valley Photo Contest • Penny Carnival • G.V. Greens Classic • CVF Donut Day • Fall Leaf Drop Off • Mighty Tidy Day Agencies Associated with the City of Golden Valley Park & Recs Programming • Reach for Resources ((Recreation, Education, Advocacy, Counseling, and Health) for people with disabilities • Northwest Community Support Program • Courage Kennedy Rehabilitation Institute • Brookview Programming Joint Powers and Cooperative Agencies • Bassett Creek Watershed Management Commission (BCWMC) • Joint Water Commission • NW Community TV Board of Directors • Northwest Suburbs Cable Communications Commission Suggestions for events to promote outreach efforts to a diverse mix of city residents . These suggestions might be passed on to the “Communicating Equity with the Community” sub – committee. • Potluck in the Park” supper or weekend lunch. • “Soup & Substance” meal and specific topic of discussion • Non- committed events – “pop-ups”