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06-11-19 Rising TIDES Agenda Packet REGULAR MEETING AGENDA 1. Call to Order 2. Attendance/Roll Call 3. Approval of Agenda 4. Approval of May 14, 2019 Minutes 5. New Business A. Recap and Path Forward Discussion 6. Adjournment June 11, 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 5:19 pm by Chair Joelle Allen. Roll Call Members present: Amber Alexander, Joelle Allen, Ruth Paradise, Ajani Woodson, Sam Powers, Millicent Flowers, and Maurice Harris (arrived 5:33 pm) Members absent: Tanveer Gulzar, Melissa Johnson, Sheri Hixon Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney, Kris Luedke, City Clerk, and Kirsten Santelices, Human Resources Director Approval of Minutes MOTION by Paradise to approve the March 12 and April 9, 2019 regular meeting minutes as submitted. Seconded by Flowers. Motion carried. Team Building Activity The Task Force Members participated in a team building activity. Discussion of Topic: Increasing Diversity on Boards, Commissions, and the Council Staff members Cisneros and Luedke provided the task force with a brief presentation on the current structure of boards and commissions, including the appointment and reappointment process and timeline. Staff also shared the process for finding information and filing for running for Council. Suggestion from member to increase visibility of information on elections on the website. The task force discussed each of these questions: 1. What does the community want to know about the work of the City’s boards and commissions? 2. What barriers to participation may exist for diverse communities? 3. How can the City expand its board and commission recruitment efforts? The following suggestions were provided by members: • Increase visibility of boards and commissions: - When the website is updated increase visibility of the “subscribe” and “more information here” links - Ensure drop-downs are easily visible - Highlight work of commissions and boards in quarterly newsletters; providing quarterly updates on commission/board statuses. - Bring laptop/IPad to events to allow individuals to subscribe to the board and commission updates. • Make information available in multiple formats: May 14, 2019 – 5:15 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road MEETING MINUTES – Rising TIDES Task Force May 14, 2019 2 - Consider translation services for City documents • Go to where the people are: - Disseminate information at local grocery stores and other frequently visited locations - Local businesses • Review and update potential recruitment strategies: - Sun Post - Word of mouth connections with communities - Connect with high school government classes to recruit youth members - Highlight success stories of commissioners - Advertise by emphasizing the leadership opportunities that come from serving on a board or commission Adjournment MOTION by Harris, seconded by Alexander to adjourn the meeting at 6:21 pm. Carried. _______________________________ Joelle Allen, Chair ATTEST: _________________________________ Kirsten Santelices, Human Resources Director Recaps and Suggestions February 12, 2019 – Topic: Communicating Equity Initiatives with the Community As you all know, the City adopted its Equity Plan in January 2018. City staff has been providing regular updates to the public on the City’s equity initiatives, including GARE training, the Equity Plan, and the Rising Tides Task Force, for the last several years. Updates and information have been published on the City’s website and social media accounts, in the City’s printed newsletter, on bulletin boards at City Hall and Brookview, featured on cable channels 12 and 16, and in City Council and Commission meeting materials. Communication channels we have currently: • City Website • Social Media: Twitter and Facebook • CCX Media (Local cable television) • City Newsletter • Printed materials posted in City buildings Questions the Task Force Considered: • What does the community want to know about the City’s equity initiatives? • How do we best communicate to our community members and visitors? • How often should the City provide updates on the equity work and equity plan? • Are there existing groups that the City should consider communicating with? Feedback/Suggestions: • Provide occasional meaningful updates on the City’s work on the equity plan in the newsletter and on the City’s social media cites and website. o Include information about how the Task Force’s suggestions are impacting the City’s equity work. • Share information about Rising TIDES when the City is present at events (e.g., PRIDE, Arts and Music Festival). o Potentially even finding ways to communicate at neighborhood block parties, the local library, etc. • Consider hosting community education sessions related to the topics of equity, diversity, and inclusion and providing space for individuals to have discussions. • The Rising TIDES Task Force members will work with the City to identify and develop relationships with “pockets” of communities that may not be reached by the typical communication methods. • Consider more methods of oral communication to spread word of the City’s work, including the use of “brand representatives.” • Ensure that the City regularly reviews and updates the equity goals to ascertain progress and refocus when needed. March 12, 2019 – Topic: Topic: Eliminating Bias in the RFP and Contract Review Process 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. Questions the Task Force Considered: • 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 opportunities for DBEs to successfully bid on projects or supply goods or services? Feedback/Suggestions: • Consider language change from DBE to minority/underserved businesses (when process is unrelated to a Federal project) • Potential Barrier: Where opportunities are advertised may not reach minority owned businesses o Potential Solution: advertise in places where DBE’s might look (e.g. neighborhood papers) • Potential Barrier: Adding a “pay when paid clause” may disadvantage small businesses who experience cash flow problems • Potential Barrier: Lack of resources to bid on large contracts o Potential Solution: consider mandating that a percentage of DBE engagement by prime contractors with their subcontractors for contracts over $175k • Potential Barrier: Lack of priority in selection process o Potential Solution: create a more diverse selection/review staff group April 9, 2019 – Topic: Eliminating Bias in the RFP and Contract Review Process 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. Questions the Task Force Considered: • 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 opportunities for DBEs to successfully bid on projects or supply goods or services? Feedback/Suggestions: • Partner with organizations that work with women and minority-owned business to find out where upcoming bidding information could be posted. • Post bidding guidelines on the website for bidders to easily find. o Note: the City currently posts sealed bid projects and there is a subscription service that allows applicants to be notified of upcoming bids. • Hold informational sessions during the year to update vendors before a project is bid. • Provide training for City employees on this issue. • Consider how much time in advance the City should provide information to potential bidders and create a list of types of upcoming projects and pre-bid meetings. May 14, 2019 – Topic: Increasing Diversity on Boards, Commissions, and City Council Under Minnesota law, all governing powers and duties of the City are vested in the City Council. The City Council may not delegate its duties or decision making powers to boards or commissions. However, the Council may create advisory boards and commissions. The City currently has 7 standing advisory Boards and Commissions. They are: 1. Board of Zoning Appeals 2. Civil Service Commission 3. Environmental Commission 4. Human Rights Commission 5. Human Services Commission 6. Open Space and Recreation Commission 7. Planning Commission Each board and commission has its own bylaws, which govern how and when members are appointed, how often the body meets, the types of advice the body may provide to the Council, and the procedural rules governing the body’s meetings and actions. The attached handout provides a brief summary of each of the 7 boards and commissions. Each board and commission has a webpage on the City’s website. All board and commission meetings are open to the public and are included on the City’s calendar. Recruitment & Appointment The Council appoints (or reappoints) board and commission members annually at the second City Council meeting in April. All appointments are effective May 1. The City accepts applications from citizens interested in serving on a board or commission year round. Each year in March, the City Manager’s office contacts commissioners whose terms are expiring to ask if they would like to be considered for reappointment. The City Council reviews applications and interviews new candidates before making appointments. The City recruits board and commission members by advertising on the City Website; social media, including Twitter and Facebook; the City Newsletter; and in printed materials available at City buildings. Questions for Consideration 1. What does the community want to know about the work of the City’s boards and commissions? 2. What barriers to participation may exist for diverse communities? 3. How can the City expand its board and commission recruitment efforts? Feedback/Suggestions: • Increase visibility of boards and commissions: - When the website is updated increase visibility of the “subscribe” and “more information here” links - Ensure drop-downs are easily visible - Highlight work of commissions and boards in quarterly newsletters; providing quarterly updates on commission/board statuses. - Go to where the people are: o Disseminate information at local grocery stores and other frequently visited locations o Local businesses • Make information available in multiple formats: - Consider translation services for City documents • Recruitment Strategies: - Sun Post - Word of mouth connections with communities - Connect with high school government classes to recruit youth members - Highlight success stories of commissioners - Advertise by emphasizing the leadership opportunities that come from serving on a board or commission A Look Forward Date Topic July 9, 2019 Diversifying Recruitment Strategies August 13, 2019 Diversifying Recruitment Strategies September 10, 2019 Community Outreach and Education Initiatives October 15, 2019 Community Outreach and Education Initiatives November 12, 2019 Equity in City Programming, Services, and Facilities December 10, 2019 Equity in City Programming, Services, and Facilities