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03-10-20 Rising TIDES Agenda Packet REGULAR MEETING AGENDA * All members of the public are welcome to attend 1. Call to Order 2. Attendance/Roll Call 3. Approval of Agenda 4. Approval of February 11, 2020 Meeting Minutes 5. Open Forum Planning Discussion – Subcommittee Update 6. Continued Topic Discussion: Ensuring Equity in City Programming, Services, and Facilities 7. Adjournment Mar 10, 2020 – 5:15pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road Rising TIDES Task Force REGULAR MEETING MINUTES Call to Order The meeting was called to order at 5:21 pm by Chair Allen. Roll Call Members present: Joelle Allen, Ajani Woodson, Ruth Paradise, Melissa Johnson, and Amber Alexander Members absent: Brad Taylor-White, Sam Powers, and Sheri Hixon Staff present: Kirsten Santelices, Human Resources Director Approval of Agenda MOTION by Member Paradise to approve the agenda. Seconded by Member Woodson. Motion carried 5-0. Approval of Minutes MOTION by Member Paradise to approve the January 14, 2020 meeting minutes. Seconded by Member Alexander. Motion carried 5-0. Announcements Staff Member Santelices updated the task force that the three openings may be filled very soon, as the Council is scheduled for interviews on February 11 and 18 to fill the spots. Santelices also shared an opportunity for the Task Force to participate in a survey created by the City’s HRA consultant. This survey gives the members an opportunity to provide feedback on the strategic housing priorities for the next 10-15 years. Staff will send the survey to the members directly. Staff Santelices presented the task force with a sweet potato pie on behalf of Hennepin County Commissioner Irene Fernando and her group members at the Sweet Potato Comfort Pie event on January 19, 2020. The Task Force then discussed the election of a Vice Chair. Member Alexander shared interest. Member Johnson nominated Member Alexander, seconded by Member Paradise. No other nominations, unanimous vote. Open Forum Planning The group discussed ways to get more people involved in the work of the task force, including letting people know that they can get involved as much or as little as they wish, and do not need to make a full commitment in order to give their feedback or input. Discussed including language on materials like the agenda that says “all are welcome to attend.” January 14, 2020 – 5:15 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road MEETING MINUTES – Rising TIDES Task Force February 11, 2020 2 The task force also discussed the traditional set-up of meetings and how interactions with the public take place at meetings. Member Paradise suggested that the task force consider changing the meeting format to give 10 minutes of each meeting to the public for an open forum. Members agreed to continue balancing existing protocols with examining opportunities for new protocols. The task force discussed the topics of the upcoming open forum and the format of the event. Chair Allen recommended some way to update the community on the status of the task force’s work since the last open forum. Vice Chair Alexander suggested creating a handout that addresses some of the parking lot issues that were not addressed at the last open forum. Chair Allen asked the group if there were other ways to be more engaging during the open forum. Suggestions included: using large post-it notes; having the task force members as facilitators rather than participants; asking each table to focus on different topics, then report out; providing the public a list of questions rather than the suggestions that the task force has already prepared; allowing the public to self-select the topics they feel more passionate about; hosting a parking lot again. Staff Santelices asked if the group would like to conduct an online survey, and if so, what would they like to include? Additionally, Santelices asked if the group would like to livestream the event. The group discussed ways to include more people like livestreaming, Web Ex, etc. The group agreed that this may eliminate some barriers to participation, but it is important to maintain strong facilitation so that the individuals who are not physically in attendance can still fully participate. Vice Chair Alexander volunteered to research and determine, with the subcommittee) the best option for the open forum. Staff will put Vice Chair Alexander in touch with the communications team. Chair Allen stated that surveys are a good way to allow participation for those who are not comfortable sharing verbally. Member Paradise shared an editorial from a newspaper about how people navigate tough conversations on equity. The group agreed that this appeared to be a 201 forum opportunity, to include building shared acumen. Chair Allen will also add to the presentation on Mar 11 a slide on the role and responsibilities of Council, the Task Force, and community members in this important work. Topic Discussion: Ensuring Equity in City Programming, Services, and Facilities Members Paradise and Johnson recapped some of the topic conversation from the January meeting, including a focus on the limited affordable and accessible community facilities. Member Alexander asked if there were grants the City could apply for to pay for increased access of facilities. The group also intends to discuss catering options and the use of preferred caterers at Brookview. The topic will be discussed again at the March meeting. Adjournment MOTION by Member Johnson. Seconded by Member Paradise. Meeting adjourned at 6:16 pm. MEETING MINUTES – Rising TIDES Task Force February 11, 2020 3 _______________________________ Joelle Allen, Chair ATTEST: _________________________________ Kirsten Santelices, Human Resources Director RISING TIDES Recommendations: Process Ensuring Equity in City Programming, Services, and Facilities FACILITIES 1. Facilities –function and affordability Question: Do the facilities available in Golden Valley today serve the needs of the wider community? a. Affordable meeting rooms for things like meetings, adult band practice, parties, Other? b. Affordable locations for large parties where food / meals are served that have kitchen facilities and don’t require a caterer. c. Affordable locations for performances, dance performances, bands, choirs. Other? d. Cost of use of park pavilions to organizations and private individuals e. Sports for private use. f. Other? 2. Facilities owned by Golden Valley or other public institutions. Question: Are their ways to integrate facilities located in Golden Valley but not owned by the City into a list of facilities available to the community? a. Schools, library, church, Prism, Jewish Family & Children Services, Theodore Wirth pavilion or other park pavilions, firehouse, Brookview, City Hall. b. Is there property available in Golden Valley that can be developed for multiple uses that would make affordable facilities available? c. Other? 3. Facilities – Advertisement of available facilities. Where do people look? Question: How to make all communities within Golden Valley aware of the facilities that are available to them? a. Website b. Golden Valley Newsletter and Park and Recreation brochure c. Other? 4. Can the city or individuals have contracts with other entities that have affordable facilities on their property? i. Discussion: PROGRAMMING 1. Scheduling. Issue: Are religious considerations part of program and event planning? a. Consult a calendar for religious holidays as well as national holidays before scheduling b. Avoid scheduling activities, especially sports for children on Saturday or Sunday mornings (Sabbath) 2. Diversity in Programming for large Public Events a. Activities like “Music in the Park” should have a more diverse mix of music. b. Pictures on the website should show a diverse mix of people in the photos. 3. Issue: Need for cross listing of available programs to reflect words people might use when searching the city website. a. Parks and Recreation program listings i. Should all the programs that are currently under “Parks and Recreation” be assigned to more than one heading? ii. Cross listings by type of program. b. Does existing programming serve diverse needs? 1. Agencies and services for new immigrants and how to find them. 2. Cooking from countries around the world 3. Tenant, landlord rights and responsibilities. 4. How to make a health care directive 5. How to assign power of attorney 6. Shopping smart 7. Others? c. Is there a way to get wider community input on desired programming to serving a diverse population? i. Online? ii. Door knocking? W here? iii. End of activity “how did we do” survey, suggestions. Not to include rating of instructor or group leader. iv. Other? d. Suggestions, issues, regarding changes for the new website in relation to programming. i. Problem: Programs from prior years are still listed. Not listed by date when search on programs. ii. Suggestion: cross listing of programs in “events” on the website. iii. Are programs listed in the Senior section available to anyone to take? How do younger people find the topics? iv. Other? e. Issue: How to communicate with people who don’t go to the city website? i. Newsletters: Three exist now – City News, Parks and Recreation, Senior Newsletter, City Council/Manager agendas. Are there others? 1. How do people know to subscribe to the latter two? 2. Is there a need for any others? 3. In what languages? f. Other means of advertising programming and events? 1. Bulletin boards (Library) 2. Facebook 3. Next door app 4. Other? EQUITY IN SERVICES Examples of Services: Street cleaning and maintenance, garbage recycling, website/ communications, fire, police, park and outdoor maintenance, natural resources, permits, licensing, planning and development, human resources, inspections, utilities, city government. 1. Issues / Questions a. Currently, city council meetings are “streamed” on line. Are other meetings streamed? Who knows how to access them? b. What activities, opportunities are missed? i.e. Things that are below peoples’ radar. List? c. How can we judge or measure equity of services? d. Who is impacted by non-equitable delivery of services? e. What can cause problems in equitable delivery of services?