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11-12-19 Rising TIDES Agenda PacketREGULAR MEETING AGENDA 1.Call to Order 2.Attendance/Roll Call 3.Approval of Agenda 4.Approval of September 10, 2019 and October 15, 2019 Minutes 5.Recap Open Forum 6.Discussion Diversifying Employee Recruitment 7. Adjournment November 12, 2019 – 5:15 pm 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 5:22 pm by Vice Chair Harris. Roll Call Members present: Joelle Allen, Sheri Hixon, Ajani Woodson, Ruth Paradise, and Maurice Harris Members absent: Sam Powers, Melissa Johnson, and Amber Alexander Staff present: Kirsten Santelices, Human Resources Director and Jason Sturgis, Chief of Police Guests: Stephanie Steinwedel, Hennepin County Library Approval of Agenda MOTION by Member Paradise to approve agenda. Seconded by Member Woodson. Motion carried 5-0. Approval of Minutes MOTION by Member Paradise to approve the August 13, 2019 regular meeting minutes as submitted. Seconded by Member Woodson. Motion carried 5-0. Recommendations: Increasing Diversity and Inclusion on Boards, Commissions, and Advisory Groups Vice Chair Harris presented the written recommendations, most of which were recommended as steps to consider implementing immediately. Santelices shared that some of the items required considerations that would make them less immediate. Including, bringing laptops to events, and translating all of the board and commission documents into different languages. Member Paradise recommended adding “review advertisements” prior to posting openings. Chair Allen stated that the Task Force can refer to the recommendations made about “communicating equity with the community.” MOTION by Member Woodson to approve the draft recommendations with minor amendments. Seconded by Member Paradise. Motion carried 5-0. New Topic: Community Outreach and Education Initiatives Staff gave an overview of the topic and reviewed the City’s current programs and initiatives, as well as the communication efforts. Member Paradise shared that a few individuals from the City visited the Equity Innovation Center and discussed opportunities to build relationships and trust with community members. Member Paradise also stated that a lot of community programs appear to be “top-down” and it would be nice to see more “grass roots efforts.” Chair Allen stated that the open forum may provide more insight. The events that the City offers may meet the needs of the community, but communication efforts may need to be altered so that these communities feel that these efforts were designed with them in mind. For example, the City should ensure that topics of safety aren’t only tailored to or shared with communities of color. September 10, 2019 – 5:15 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road 2 MEETING MINUTES – Rising TIDES Task Force September 10, 2019 Member Paradise shared that a program like “Concerts in the Parks” appear to only bring in “white people” and the City should consider looking at alternative music programs. Chief Sturgis was asked to share an opinion on the topic. Chief shared that the City uses community outreach as education opportunities because the public safety department believes that if people understand what the City does, they can build stronger relationships with people in every community. The City also works to be organic with messaging, using current events including crime statistics as to develop messages. Chief shared that sometimes this can make people uncomfortable, but the department continues to look for ways to improve and consider other opportunities. Often, advertising on-site is successful. Member Paradise shared that the neighborhoods used to be more welcoming, and that the City would bring a welcome package. The Task Force discussed opportunities to re-introduce this for new homeowners and renters. The Task Force discussed other opportunities for programming and events to engage diverse communities. Vice Chair Harris shared some of the programs and events that the Human Rights Commission has promoted. Member Paradise shared that there are many more education initiatives that are important within the city, including tenant-landlord responsibilities and protections, and helpful information for new residents who are immigrants. Vice Chair Harris brought up a recent discussion topic at an HRC meeting on Racially Restrictive Covenants. Guest, Stephanie Steinwedel from the Hennepin County Library shared that the library is interested in partnering with the City on this topic. Santelices referenced the community gathering opportunities that member Paradise shared earlier as a result of the visit to the Equity Innovation Center, and asked the Task Force if these efforts should be led by the City or more grassroots. The Task Force agreed that the open forum is a start and that beginning at the City level is great, as it shows that the City is interested in lifting up the community and giving all members a voice. The group agreed that the Task Force should start planning and advertising for the open forum on October 23, 2019. A subcommittee was formed. Subcommittee members include: Members Hixon, Paradise and Chair Allen. Santelices will email the remaining members to gauge interest. Member Paradise suggested reviewing the Rising TIDES brochure at a future meeting. Adjournment MOTION to adjourn by Member Woodson, seconded by Member Paradise. Motion Carried. Meeting adjourned at 6:16 pm. _______________________________ Maurice Harris, Vice Chair ATTEST: _________________________________ Kirsten Santelices, Human Resources Director 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, Ajani Woodson, Ruth Paradise, Amber Alexander, and Maurice Harris Members absent: Sam Powers, Sheri Hixon, Melissa Johnson, and Brad Davis Staff present: Kirsten Santelices, Human Resources Director The Task Force discussed the format for the October 23 Open Forum. Chair Allen provided an overview of the proposed format, which included: Phase I: Introducing the Task Force members and the topics; Phase 2: Facilitated discussion around the three topics, specifically requesting feedback on the recommendations the Task Force has made; Phase 3: Wrap-up and share City resources. Members were positive and enthusiastic about the proposed format. Chair Allen and Santelices shared the locations that the Open Forum had been advertised, including: City Website, social media, current board and commission members, the League of Minnesota Cities, and the library. The information was also sent to several media outlets. Chair Allen encouraged all members to share with their own networks. Several members provided examples of organizations and individuals with whom they should share the event details. Santelices shared a document that encompassed the draft recommendations for each topic and additional notes and considerations. Members agreed that the document should be presented to attendees. The document shows the progress the Task Force has made over the past ten months. Santelices will update the document to add a column for community member feedback. The Commission discussed a few logistics, including room set-up, sign-in procedures, and Santelices clarified which items staff was to provide. Santelices will remind the entire Task Force to send their pictures for inclusion in the presentation. Adjournment Meeting adjourned at 6:04 pm. _______________________________ Joelle Allen, Chair ATTEST: _________________________________ Kirsten Santelices, Human Resources Director October 15, 2019 – 5:15 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Communicating Equity with the Community #1 Distribute the Rising TIDES agenda packet through social media. Consider more Immediately • Email and snail mail #2 Assist in the creation of a survey for soliciting both general and specific feedback from community members on each of the topics. Consider more Immediately *The Task Force can easily work with the Communications team to develop a survey. • Use input from survey to inform the campaign (#6) • Ensure to use the exact language of survey responses are used • Ensure the mediums used (phone, in-person) are broad to reach broad groups of people • Interview people in-person, where they are (community locations) • Qualitative and Quantitative analysis – how do we talk to the community members – are the definitions that we use the same language that community members use? Specifically around trust, inclusion, etc. • What does diversity and inclusion mean to you? – provide point of view to the community • Consider tailoring survey to specific audiences within GV – including businesses, in GV • Conduct focus groups, conduct interviews #3 Assist in identification and outreach to additional communities beyond those who regularly “tune in” to the City’s existing social, web, mailing list. Consider more Immediately *Staff seeks input from Task Force for identifying these communities. • Actively go into the community • Welcome Visits community/welcome event • Identify leaders in those communities and ask them how they prefer to receive communications • Look at Spokesman Recorder • Annual festival in sept • GV Pride • Create materials in multiple languages #4 Assign a representative of the Task Force to attend City events as availability permits. Consider more Immediately *Staff will support the Task Force with these efforts once the Task Force has • Partner with schools and/or churches places of worships (ongoing) identified representatives and events to attend. #5 Create materials to distribute at City events explaining the mission purpose and relevant information. Consider more Immediately *City created a brochure for Task Force members to share! • Hand out fliers at places like Byerlys and GV library • Different languages • Use social media #6 Develop campaign to highlight members of the Task Force to help bridge the gap between the City and the community. Consider more Immediately *Communications team will support the Task Force with these efforts as soon as the Task Force would like. • Could make the City seem more approachable #7 Hold community listening sessions to review the Task Force’s work. Dates: Oct 2019 and Jan 2020 Council approval *Council approved – First open forum in progress. • Reporting back on progress – benchmarks and goals – reporting out on those • Progress on measures that the task force is making • Host meetings at businesses or other community locations – may bring in businesses and patronage • Post “snap” surveys – example #8 Look at annual community events to build relationships with communities of color and traditionally under- represented groups. The January & October sessions might provide insight into appropriate formats. Consider as part of Final Recommendati on Report to Council • Attend every possible event- With booth • Tailor to specific audiences – • Consider: parents, business people, youth, police, etc. • Distribute at religious institutions, senior housing, apartments, etc. • PRIDE, Triple D, Fountain outside Starbucks, Backyard Playground and Brookview • @ Events have literature available – translated materials and translators present Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Increase Diversity in Boards, Commissions, and Advisory Groups #1 Increase visibility of the "subscribe" and "more information here" links on City website and make drop downs more visible. Consider more Immediately *The Communications team is in the process of updating the full City website, and will consider these recommendations. • Make commission pages more engaging • Embed the sign up with a call to action – “I would be interested in… talking to my neighbors about…” • Proactive and seeking people out to join • Where are the positions posted? • Make meetings more fun/creative (eg. Springboard for the arts) #2 Highlight work and updates of Boards and Commissions in quarterly newsletters. Consider more Immediately *The City will discuss with boards and commissions staff liaisons about highlights beginning in 2020. • Partner with local groups and churches, human rights commissions, global golden valley, etc. • Caffeine might help • Innovative thinking/challenging norms • What are these boards? • What are the expectations? • Are my skills a match? #3 Post openings with Sun Post. Consider more Immediately *Budget consideration – will need to go to Council for approval. • SunPost requires subscription • City-wide responsibility to publicize, not just current members • Other publications? Social media? • MN Council of Non Profits Board • Breweries as a location to recruit • Need to be more proactive, (currently reactive) • Annual city event –fun and attractive • Build relationships • Which web pages are most popular? Post there #4 Conduct outreach with local high school civics/government classes. Consider more Immediately *Consider resources and strategy. • High school credits to be a part of a commission? • Some high schools have social justice groups and clubs – govt. classes and student councils • Ensure networks are contacted – leverage networks to provide transportation for those that don’t have it. Is there a fund to pay for Uber? #5 Review advertising language and emphasize leadership opportunities. Consider more Immediately *Staff is seeking Task Force input on guidelines and • Make posts more engaging and exciting. Currently a little dry. • Publish the profile for what is needed to serve on the boards, commissions. templates for Communications to use. • Share what skills are gained by serving (eg. Letters of recommendation). What is the profile needed to serve? Might be a barrier to applying! • Share profiles of all board, commission, and task force members – help build personal connection • Share stories – what brought you here? #6 Target ethnic/racial groups and other underrepresented groups at events. Consider more Immediately *Staff seeks input from Task Force for identifying groups and events. • Create advisory groups – Somali, Russian, African American (PRIME), etc. – allow these groups to have conversations in a truly safe space and allow access to “report out” to a larger group • Fire open houses – successful • Use social media to advertise (add pop ups) – too invasive? • How do we make it welcoming and inclusive? • Do not let them feel tokenized, want them to feel that they can be their authentic selves • Consider buddy system for new commissioners #7 Conduct outreach to apartment buildings and complexes. Consider more Immediately *Staff seeks input from Task Force on strategy or guidelines. • Faith organizations, youth groups, partner with Robbinsdale schools, “community connect” • Specifically ask people to join – be overt • Have representation at events across the Twin Cities – focus on relationship building #8 Inform community members through word of mouth. Consider more Immediately *Staff seeks input from Task Force on strategy or guidelines. #9 Bring laptops/IPads to events to allow individuals to subscribe to boards and commissions updates. Consider as part of Final Recommendation Report to Council #10 Make boards and commissions documents available in multiple languages. Consider as part of Final Recommendation Report to Council • Other barriers: child care, provide meals? Provide transportation? Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Process Reviewing City Contracts and RFP’s Eliminating Potential Biases Host open houses to inform businesses and contractors about conducting business with the City and how to overcome barriers. Consider as part of Final Recommendation Report to Council Businesses sign up for subscription service to receive notices when we post bids/quotes Ensure we post with LMC • Mentoring/Loans/Execution resources • Connections with non-profits that support startups (MEDA, Legal Corp, NEON, Etc.) • Have a point person for all contracts and bid processes to answer questions, etc. • Combat wage theft • Set a spend goal for the city to use minority-owned companies (x% of spend or $x spend/year) • Set goals for large companies to mentor minority-owned companies and use subcontractors • Partner with MN Supplier Diversity Council • Replicate mentorship programming of League of MN Cities • Update ”best value” criteria the City uses and ensure diverse/minority vendor ownership or partnership is included • Train how to do RFPs – take some of the mystery out of the process for small businesses. • Partner with • Break down the process for bidding – demystify it • Broaden the gateway for entry into the RFP process • City should be pro-active • Build relationships with existing networks • MEDA list • Who gets this done? • Multi-level approach – long-game • Annual Road construction • Plantings • Bids go through one department , maybe one person to tie all departments together • Lowest responsible bidder policy • How are people being alerted? • Training for how to do RFP • MEDA – Connect • Open to Business – free financial consulting o Emphasis on businesses who are disenfranchised • Collaborative partners is important • Payment terms – 60/90 days is hard • Having a point person for small businesses to go to with questions • Proactive – reach out to businesses that would be great and help them apply • Offer compensation for time spent applying to an RFP – consider small grant or something flexible. PARKING LOT ITEMS o Census – stand up and be counted  Educate and communicate the importance o Welcome meals – or event – restaurant sponsor?  Bloomington model  Welcome to the community • Separate committee? • Volunteer opportunity o Term limits for commissions o Be realistic and prioritize o If the Task Force needs to attend more events to do more work, then how we will have time to do our core jobs?  We need help!  Is this our job, or the responsibility of everyone on GV City Council? Nov 12 – Diversifying Employee Recruitment Strategies The City of Golden Valley has approximately 135 full-time and part-time regular employees, approximately 50 paid on-call firefighters, and a variety of seasonal, temporary, and variable hour positions. Most of the seasonal and temporary positions are summer positions in Parks & Recreation and Public Works Maintenance. The City accepts applications both electronically and on paper. The City uses an online application platform called NeoGov, which is commonly used by government entities, but also makes a paper/PDF application available that can be filled out electronically or by hand. The City posts all positions on the following websites: • City of Golden Valley website Jobs page • NeoGov.com (the City’s application platform) • The League of Minnesota Cities website – which automatically posts to Governmentjobs.com The City also advertises positions on niche or industry-specific sites, depending on the position. For example, public works positions are posted with the American Public Works Association (APWA) and MN Suburban Utility Superintendents Association (SUSA). The City also uses its website, social media platforms, and the newsletter to advertise openings, particularly for public safety and seasonal/temporary positions. Furthermore, positions are posted internally, and typically picked up by Indeed.com. Additionally, staff occasionally attend career fairs to recruit college students, and the City has an extensive recruitment platform for paid on-call firefighters, including branded posters, yard signs, and fliers. Some of the challenges that the City faces with recruitment include: 1. The pool of qualified candidates is much smaller in certain industries (including public works and inspections). 2. The City competes for qualified candidates with private sector companies, which often pay higher wages. 3. The City competes for qualified candidates with other cities, some of which pay higher wages and offer more opportunity for advancement. 4. Many job posting sites and advertising efforts are costly. The City believes that successful organizations effectively recruit and retain their employees. Please consider and come prepared to discuss the following questions at the meeting: 1. How can the City more effectively advertise job openings to diverse communities? 2. What groups can the City connect with to increase visibility of job postings? 3. What actions can the City take outside of the recruitment process to promote public sector careers and develop a larger candidate pool in diverse communities? 4. What retention strategies should the City consider?