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08-13-19 Rising TIDES Minutes7800 Golden Valley Road I Golden Valley, MN 55427 763-593-39911 TTY 763-593-39681763-593-8109 (fax) I www.goldenvalleymn.gov Rising TIDES Task Force REGULAR MEETING MINUTES Call to Order The meeting was called to order at 5:25 pm by Vice Chair Harris. Roll Call city 0f t golden valley August 13, 2019 — 5:15 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road Members present: Amber Alexander, Sheri Hixon, Ajani Woodson, Ruth Paradise, Melissa Johnson, Maurice Harris, Sam Powers (arrived at 5:29 pm) Members absent: Joelle Allen and Tanveer Gulzar Staff present: Tim Cruikshank, City Manager and Kirsten Santelices, Human Resources Director Approval of Agenda Staff proposed an amendment to the agenda adding: 5. Appointments; 6. Staff Employment Update MOTION by Member Johnson to approve agenda as amended. Seconded by Member Paradise. Motion carried 6-0. Approval of Minutes MOTION by Member Paradise to approve the July 13, 2019 regular meeting minutes as submitted. Seconded by Member Woodson. Motion carried 7-0. Task Force Appointments Staff shared the resignation of a member of the Task Force and asked the group if they would like to replace the two open seats. The group discussed whether or not to request individuals to fill the two open positions, and members were supportive of adding members. City Manager Cruikshank shared that should the Task Force approve staff would bring it to Council for approval. MOTION by Member Johnson to appoint two new members to the Task Force as soon as possible after Council approval. Seconded by Member Powers. Motion carried 7-0. Staff Employment Update Staff shared with the Task Force a proposal to add an employee to the Human Resources department to focus on equity, inclusion, and diversity work, as well as volunteer coordination for the City. Members agreed that this was a great idea and would be very beneficial. The members shared that the title of the position did not fully represent the role and asked how the time would be split between equity, inclusion, and diversity work, and volunteer coordination. The members were also interested in the long term funding plans for this position. City Manager Cruikshank shared that the position is considered and funded just as all positions within the City. Santelices shared that there is a lot of work to be done, and that this person will have a lot to do upon starting, including supporting Rising TIDES initiatives, and staff training. Members agreed and suggested that to attract the right candidates the job advertisement should be very clear about the two roles of this one position. Members were encouraged to share any additional feedback with Santelices. MEETING MINUTES —Rising TIDES Task Force August 13, 2019 2 Communicating Equity with the Community Update Staff shared the brochure that the Communications department came up with and stated that it can be used at events and activities for members to share RT. Staff will also send the PDF version to members, and they can share at coffee shops, libraries, and social media, etc. Recommendations: Process of Reviewing City Contracts and RFPs, to Eliminate Potential Bias Member Powers did not provide written recommendations but shared a verbal recommended that the City host learning/informational sessions to inform businesses about the City's RFP process, current landscape of work, and future opportunities. The City would use this opportunity to explain any qualifications and requirements of doing business with the City, which will help eliminate barriers. Furthermore, the City should invite the National Society for Minority Contractors, and the National Society for Women Contractors. Member Powers also offered to support the planning and execution of these sessions if the Council approve. MOTION by Member Alexander to recommend that the City host learning sessions, in particular with the National Societies of Minority and Women Contractors to discuss how to engage in -business with the City. Seconded by Member Paradise. Motion carried 7-0. Recommendations: Diversifying Boards, Commissions, and City Council Vice Chair Harris shared that one of the first challenges of diversifying boards and commissions is getting people to know more about their existence. Some recommendations include making the website more visible and easily accessible, highlighting success stories of commissioners and board members and the benefits of serving, advertising in local papers and high school civics classes, using technology at public events to sign people up for board and commission updates, and making documents visible in multiple languages. Other suggestions from members included using Night to Unite as a platform and working with the City's potential new staff member to focus on recruitment efforts. Santelices suggested that Members Harris and Powers send their written recommendations to staff to disseminate to the Task Force. The Task Force will then vote on the official recommendations at the September meeting. Adjournment MOTION to adjourn by Member Powers, seconded by Member Hixon. Motion Carried. Meeting adjourned at 6:21 pm. Maurice Harris, Vice Chair ATTEST: Kirsten Santelices, Human Resources Director