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03-12-19 Rising TIDES Agenda Packet 7800 Golden Valley Road�Golden Vailey,MN 55427 `���✓x ��1 763-593-3989�TTY 763-593-3968�763-593-8198(fax)�www.goldenvalleymn.gov �rt *�}��/"��Z/} �� `'`Valle Risin TIDES Task Force ' � � g Mar 12,2019–5 pm REG U LAR�M E ETI NG AG E N DA Council Conference Room Golden Valley City Hall 7800 Golden Valley Road 1. Call to Order 2. Attendance/Roll Call 3. Approval of February 12, 2019 Meeting Minutes 4. Team Building Activity 5. Topic for Consideration—Eliminating Bias in Reviewing RFPs and Contracts 6. Adjournment CITY WELCOME STATEMENT The City of Golden Valley believes in and stands for the values of social equity,inclusion, and justice. � We embrace diversity and recognize the rights of individuals to live their lives with dignity, free of discrimination,fear,violence,and hate. � We welcome individuals to Golden Valley regardless of race,color,creed,religion,national � origin,immigration status,gender,gender identity,marital status,age,disability,economic ;� status,sexual orientation,familial status,or cultural background. �� We strive to provide fair and unbiased services and programs,giving opportunities for all. We are dedicated to being a supportive and united community,strengthened by the diversity of our residents and visitors. � This document is available in alternate formats upon a 72-hour request. Please call 763-593-8006(1TY: 763-593-3968)to make a request. Examples of alternate formats may include large print, electronic, Braille, audiocassette, etc. 780Q Golden Valley Road�Golden Valley,MN 55427 �'��� �� 763-593-3991 �TTY 763-593-3968�763-593-8109(fax)�www.goldenvalleymn.gov �'(��d en _ � �r � valle . � Rising TIDES Task Force � Feb 12, 2019—5:00 pm REGULAR MEETING MINUTES CoGoldenValleyCityH II 7800 Golden Valley Road Call to Order The meeting was called to order at 5:01 pm by Chair Joelle Allen. Roll Call Members present: Amber Alexander,Joelle Allen, Maurice Harris, Ruth Paradise, Sam Powers, Ajani Woodson, Melissa Johnson (arrived 5:05pm), and Millicent Flowers (arrived 5:23 pm) Members absent: Tanveer Gulzar and Sheri Hixon Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney; Cheryl Weiler, Communications Manager; and Kirsten Santelices, Human Resources Director Guests present: Dr. Bill Woodson Approval of January 15, 2019 Meeting Minutes MOTION by Member Paradise, seconded by Member Harris to approve agenda as submitted. Carried. Santelices announced that a Task Force member has resigned but the vacancy will not be filled. Discussion of February Topic: Communicating Equity with the Community Chair Allen introduced the topic for discussion. Santelices introduced a team-building activity to allow the Task Force members to get to know each other. Members shared stories of how they have experienced miscommunication and had a general discussion about communication and building a shared language. The Task Force decided to spend the first half hour of each meeting on a team-building activity. Communications Manager Weiler reviewed the communication channels the City currently uses to share information with the community, including: City website, social media (Twitter, Facebook, and Instagram), CCX Media, and the City newsletter. Weiler also shared that the City produces and distributes various types of printed materials. The Task Force went through the questions posed at the end of the January meeting. The questions and comments discussed were as follows: MEETING MINUTES—Rising TIDES Task Force 2 1. What does the community want to know about the City's equity initiatives? • Perhaps more information regarding the Rising TIDES Task Force and its activities should be presented to the community. • Residents and community members want to know how the Task Force affects them. • Neighbors want to know what suggestions the Task Force has regarding communication, and how those suggestions will be incorporated by City staff. • Residents do not want too much communication but are interested in getting occasional updates through Facebook and the City newsletter. • The Task Force asked to know more about how the City communicates with people who are not into written materials and discussed whether there should be more verbal communications. • The Task Force asked how the City is preparing for future demographics and whether anticipated demographic changes are being addressed. Weiler shared information regarding the City's social media initiatives and other innovative ways the City is reaching out to the community. • The Task Force recommended providing information at community events, such as public safety open house, street dance, etc. 2. How do we best communicate to our community members and visitors? • Task Force Members shared that residents get information from the library and neighborhood block parties. • There was discussion about how the City communicates with those who prefer non- written communication and Members suggested the City communicate verbally with people. • Members and Weiler discussed the use of brand representatives; people within the community spread the message to others. • Members suggested the City conduct community education sessions related to the topic of equity. • Members suggested the City use community events and create a sharing space where residents can meet. 3. How often should the City provide updates on the equity work and equity plan? • Members suggested the City provide an update once a month on the activities of the Rising TIDES Task Force • Members suggested communications include a summary of where we are and where we want to be. • Members suggested the City continue to enhance the branding so residents recognize it. • Members suggested focusing communications on the top five topics or goals in the Equity Plan and providing progress reports on a quarterly basis. Members also suggested the City provide an annual report and revisit the goals every three years to ensure they do not get stale. MEETING MINUTES—Rising TIDES Task Force 3 4. Are there existing groups that the City should consider communicating with? • Members felt that communications will happen organically and will take relationship building. • Members suggested the City look for areas within the community that may not get communications from the City. • Members agreed that they would share information with other groups in the community. • Members felt that there are pockets of people in the community who do not interact with each other and agreed to think about ways to help make those connections. Take Away: Members will identify groups in the community that the City should collaborate with and will send thoughts and ideas to staff either by email or in person at the next meeting. Adjournment MOTION by Member Harris, seconded by Member Alexander to adjourn the meeting at 5:59 pm. Carried. Joelle Allen, Chair ATTEST: Judy Nally, Administrative Assistant GOLDEN VALLEY Trust • Inclusion • Diversity • Equity • Social Justice Mar 12—Eliminating Bias Reviewing RFPs and Contracts Facilitated by: Maria Cisneros Supporting Staff:Tim Cruikshank& Marc Nevinski Cities are required by statute to obtain bids or quotes for construction projects and purchases, depending on the amount of the expected expenditure. Examples where bids or quotes are required include large public works projects(e.g. roads or bridges) or equipment purchases and replacements (e.g. a generator or a vehicle). Generally,a contractor or vendor is selected based on the lowest price. Construction-related projects are advertised in the official City newspaper and include through a link to a construction industry clearinghouse on the City's website. It is not required to obtain bids or quotes for professional services, such as land use studies or auditing services. However, often requests for proposals are sought and evaluated based on cost,along with other factors, like experience or process. Cities can also purchase products(e.g.office furniture, squad cars, etc.) off of the State contract or similar purchasing coalitions. Please consider and come prepared to discuss the following questions at the March meeting: • What barriers exist for disadvantaged businesses enterprises(DBEs)to bid on public projects? • How can cities expand their network and reach more DBEs? • How do companies,who often work as sub-contractors, become aware of projects or work available with general contractors? • Beyond just awareness of projects, how might cities help expand opportunies for DBEs to successfully bid on projects or supply goods or services?