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HomeMy WebLinkAbout09.16.2020 - Inclusion, Diversity and Equity Commission Meeting - Packet PASCO INCLUSION, DIVERSITY AND EQUITY COMMISSION REMOTE MEETING WEDNESDAY, SEPTEMBER 16, 2020 6:00-7:30 P.M. Governor Inslee's Proclamation No. 20-28, made in response to the COVID-19 emergency, prohibits members of the public from attending City meetings in-person but requires agencies to provide options for the public to participate in remotely. To best comply, the City asks all members of the public that would like to comment regarding items on the agenda to fill out a form via the City’s website (www.pasco-wa.gov/publiccomment) to obtain access information to comment. Requests to comment in meetings must be received by 4:00 p.m. on the day of each meeting. To listen to the meeting via phone, call (631) 992-3221 and use access code 422-560-458. To view the meeting live, register at: https://attendee.gotowebinar.com/rt/1636910439733113104 1. Call To Order 2. Roll Call 3. Approval of Minutes from August Meeting, Exhibit A 4. Commissioner Reports 5. Staff Reports a. Housekeeping – Angela Pashon, Staff Liaison i. Meeting occurrence – 3rd Wednesday from 6:00-7:30 p.m. ii. Commission Chair b. City Manager Comments – Dave Zabell 6. Commission Charter Review, Exhibit B – Lynn Carlson, Facilitator 7. 2019-2020 Work Plan Review and Discussion, Exhibit C – Lynn Carlson, Facilitator 8. Good of the Order 9. Adjourn NEXT MEETING: WEDNESDAY, OCTOBER 21, 2020 FROM 6:00-7:30 P.M. Page 1 of 2 MEETING MINUTES INCLUSIVITY, DIVERSITY AND EQUITY COMMISSION MONDAY, AUGUST 10, 2020 REMOTE MEETING Members Present: Naima Chambers-Smith, Eloise Sparks, Joel Nunn-Sparks, Jeffrey Robinson, Kyle Saltz Members Absent: Maria Torres, Delia Tobon Staff: Angela Pashon, Eric Ferguson Facilitator: Lynn Carlson Guests/Observers: Fleix Vargas, Leo Perales, Carly Coburn, Gustavo Gutrierrez-Gomez, Jill Bleazard 1.Call To Order The meeting was called to order by Vice-Chair Robinson at 6:05 p.m. when quorum was present. 2.Roll Call 3.City Manager Comments Postponed until next commission meeting. 4.Approval of Minutes N/A 5.Open Public Meetings Act & Public Records Presentation City Attorney Eric Ferguson conducted both trainings. 6.Introductions Commission members introduced themselves. Lynn Carlson was introduced as a commission facilitator. 7.Commission Ground Rules Facilitator Carlson presented proposed ground rules for effective collaboration. Commission members agreed and agreed to add “Use respectful and inclusive language”. See “Exhibit A” 8.Housekeeping: Angela Pashon – Staff Liaison a.Meeting occurrence: Proposed alternate meeting dates for the regular meeting. Additional follow-up with commission members to determine a final occurrence. b.Commission Chair: The City Council is responsible for selecting a chairperson per the commission charter. The commission put forward a recommendation for Jeffrey EXHIBIT A Page 2 of 2 Robinson to chair the commission. Commissioner Saltz motioned; Commissioner E. Sparks seconded. Vice-Chair Robinson abstained from vote. Motion passed by unanimous roll call vote. The commission selection of a vice-chair be postponed until City Council selects a chair. Vice-Chair Robinson is not seeking vice chair re-election in order to give other members a leadership opportunity. 9. 2019-2020 Work Plan Review and Discussion Facilitator Carlson presented the work plan for review and discussion. The commission requested additional time to thoroughly review and propose changes for a sustainable, quality work plan. A special meeting was discussed to meet previously established deadline of a commission report to City Council by September 30, 2020. Staff Liaison to follow-up with commission. 10. Public Comment No public comment was registered. 11. Good of the Order No comments submitted. 12. Commissioner Reports Commissioner Saltz reported on a five-hour community meeting Vice-Chair Robinson and he attended with leaders of nine local advocacy groups on July 10, 2020 to promote coming together for the equality and unity of the community. 13. Adjourn There being no other business, the meeting was adjourned at 8:12 p.m. Next meeting TBD Chair Signature Staff Liaison Signature Group Facilitation Core Values and Ground Rules Core Values: ●We are working from, produce, and understand ​valid information ●We are designing and making a ​free and informed choice ●We have an intrinsic, ​internal commitment​ toward actionable objectives ●We show ​compassion​ by suspending judgment and having concern for others Ground Rules: 1.Test assumptions and inferences 2.Share all relevant information 3.Use specific examples and agree on what important words mean 4.Use respectful and inclusive language. 5.Explain your reasoning, logic, and intent 6.Focus on interests and needs, rather than positions and solutions 7.Combine advocacy with inquiry to invite feedback 8.Jointly design next steps and ways to test disagreement 9.Discuss undiscussable issues that are reducing effectiveness 10.Use decision-making that generates the level of commitment needed Reflection: ➔What do these ground rules look like in real-life behavior? ➔What does ​not honoring​ these ground rules look like? Based on the works of Argyris, Schon, & Hackman in Schwarz (2008) EXHIBIT A CHARTER OF THE PASCO INCLUSIVITY COMMISSION ARTICLE I Establishment and Name Section 1.0 —Establishment. By Resolution No. 3820, the Pasco City Council has provided for the establishment of the Pasco Inclusivity Commission hereinafter referred to as the Commission." ARTICLE II Mission and Goals of Commission Section 2.1 —Mission. The primary mission of the Pasco Inclusivity Commission is to assist the Pasco City Council in promoting inclusivity in Pasco. The Commission shall conduct such activities, including public meetings, to identify means to promote and embrace diversity and inclusivity and to make such recommendations to the City Council for action, education, and guidance to foster an environment that includes, accepts, respects and appreciates all members of our community. The Commission will be an advisory board to the City Council. Section 2.2 — Goals and Work Plan. The goals and work plan of the Pasco Inclusivity Commission are as follows: 1. Develop a working plan and procedures in accordance with this Charter. 2. Examine the practices and procedures of the City of Pasco to identify strategies to create a greater feeling of inclusion and welcoming for all who live and work in Pasco. 3. Engage with Pasco residents, interest groups, and businesses, seeking feedback on their experiences that can improve life in Pasco. 4. Identify strategies that help the City to be more inclusive in engaging residents and businesses that will better promote unity, equality and understanding in Pasco; including the preparation of a report for the City Council on opportunities to recognize and celebrate Pasco's diverse culture. 5. Identify funding strategies to implement these goals. 6. Present recommendations to the Pasco City Council on how to achieve the goals above. Reports to the Council may be made as progress occurs; however, not less than once per year. Charter of the Pasco Inclusivity Commission Page 2 EXHIBIT B ARTICLE III Duration Section 3.0. The Commission shall continue in duration until February 20, 2020 unless continuation of the Commission is extended by a majority vote of the Pasco City Council no less than ninety (90) days prior to the date of expiration (November 20, 2019). If so extended, the term shall be extended by such period as determined by the City Council. ARTICLE IV Commission Members Section 4.1 — Selection, Vacancies and Voting. The Commission shall consist of seven (7) voting members. The Mayor shall appoint the members of the Commission with confirmation of the appointments by the Pasco City Council as follows: 1. The Commission Chairperson shall be selected by the City Council who shall conduct the meetings of the Commission and report to the Pasco City Council as requested or provided below. 2. A Vice-Chair selected by a majority of the Commission shall fulfill the duties of the Chairperson in absence of the Chairperson. 3. Commission members shall be appointed for terms of one (1) year, and may be subject to reappointment. 4. Vacancies on the Commission shall be filled for the unexpired term of the former member. In accordance with PMC 2.58.010, Commission members may be removed for incompetency, incompatibility, dereliction of duty, malfeasance in office, inefficiency, neglect of duty, or for other good cause, and membership shall be forfeited in the event the member has four (4) absences from regular meetings within a twelve (12) month period of time, or absences for three (3) consecutive regular meetings. 5. The majority rule shall control commission meetings with each member having a single vote. Commission members may not assign or grant proxies for their voting rights. Section 4.2 —Liaison and Staff. The City Council may appoint a City Councilmember to serve as a non-voting liaison to the Commission. The City Council may direct the City Manager to appoint a staff advisor who shall serve as a non-voting liaison to the Commission. Charter of the Pasco Inclusivity Commission Page 3 ARTICLE V Meetings Section 5.1 —Commission Meetings. The Commission shall meet as necessary,but not less than once per month, at a date and time to be determined by the Commission. A quorum shall be required for meetings where votes are scheduled to make recommendations to the City Council. A quorum is not required to commence a workshop meeting of the Commission. A quorum shall be no fewer than four members. Section 5.2 — Open Public Meetings. All Commission Meetings shall be open to the public and notice of meetings shall be given to the extent required by law in a manner consistent with the Open Public Meetings Act, Chapter 42.30 RCW. At each meeting any person shall have a reasonable opportunity to address the Commission either orally or in writing. Section 5.3 — Parliamentary Authority. The rules of Robert's Rules of Order (revised) shall govern the Commission in all cases to which they are applicable, where they are not inconsistent with the Charter or with the special rules of the Commission. Section 5.4 — Minutes. Copies of the minutes of all regular or special meetings of the Commission shall be available to any person or organization that requests them as required by state law. The minutes of all Commission meetings shall include a record of individual votes on all matters voted on by the Commission. ARTICLE VI Amendments to Charter Section 6.1 — Proposal to Amend Charter. Any Commission member may introduce a proposed amendment to the Charter at any meeting of which proper advance notice has been given to members of the Commission. The notice shall include the text of the proposed amendment and a statement to its purpose and effect. Section 6.2 — City Council Approval of Proposed Charter Amendments. Proposed Charter Amendments adopted by the Commission shall be submitted to the City Council for approval. The Commission Charter maybe amended only by action of the City Council. CERTIFICATE I, the undersigned, City Clerk of the City of Pasco, Washington (City) do hereby certify that this Charter of the Pasco Inclusivity Commission is a true and correct original of such Charter as authorized by action of the City Council on this 2nd day of April, 2018. City Clerk of the City of Pasco, Washington Charter of the Pasco Inclusivity Commission Page 4 RESOLUTION NO. 31 2-C A RESOLUTION of the City of Pasco, Washington establishing an Inclusivity Commission to provide recommendations to the City Council for implementation by staff for City-wide inclusivity improvements. WHEREAS,the City of Pasco has historically been the home for diverse cultures within our region, creating its unique character and opportunities, as well as a source of pride for all who live here; and WHEREAS, the City Council of the City of Pasco desires to protect and encourage our diverse culture, as well as to protect the constitutional rights of its citizens, including the right to be free of discriminatory practices and the fair application of law and to demonstrate that Pasco is a welcoming and inclusive City, where laws apply equally to all who live here, and where individuals, families and businesses are welcome; and WHEREAS,the City Council of the City of Pasco is honored to serve the entire community, and seeks to provide equal protection to our residents and access to all of the City's services to those that live here; and WHEREAS, Article I, Section I of the Washington Constitution declares that "governments derive their just powers from the consent of the governed,and are established to protect and maintain individual rights"; and WHEREAS, the Washington State Legislature has established the "Washington Law Against Discrimination" which declares the "right to be free from discrimination because of race, creed, color, national origin, sex, honorably discharged veteran or military status, sexual orientation, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability is recognized as and declared to be a civil right";and WHEREAS, the Pasco City Council, by oath, declares to uphold and support the Constitution and laws of the State of Washington, and hereby reaffirms its support to do so for equal benefit of all those who live here; and WHEREAS,the Pasco City Council, to advise it in meeting these goals and responsibilities, desires to create an ad hoc Inclusivity Commission; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, DOES RESOLVE AS FOLLOWS: Section 1. Declaration of City Council. The City of Pasco is hereby declared to be an Inclusive City, committed to embracing diversity and promoting equality among our work force, residents, businesses, and visitors and, hereby establishes an ad hoc Inclusivity Commission to provide recommendations to the City Council for implementation by staff for City-wide inclusivity improvements. Section 2. Establishment of Pasco Inclusivity Commission. The City Council hereby establishes a citizen ad hoc commission to be known as the "Pasco Inclusivity Commission." The City Council further directs the City Manager to develop a charter for the Pasco Inclusivity Inclusivity Commission Resolution Page I Commission to be submitted to the City Council for adoption within sixty(60)days of the date of the passage of this Resolution. Section 3. Mission of Inclusivity Commission. The primary mission of the Pasco Inclusivity Commission is to assist the Pasco City Council in promoting inclusivity in Pasco. The Commission shall conduct such activities, including public hearings, to identify means to promote and embrace diversity and inclusivity and to make such recommendations to the City Council for action, education, and guidance to foster an environment that includes, accepts, respects and appreciates all members of our community. Section 4. Selection of Inclusivity Commission. The Pasco Inclusivity Commission shall consist of seven(7) voting members. The Mayor shall appoint the members of the commission with confirmation of the appointments by the Pasco City Council as follows: 1. The Commission Chairperson shall be selected by the City Council who shall conduct the meetings of the Commission and report to the Pasco City Council as requested or provided below. 2. A Vice-Chair selected by a majority of the Commission shall fulfill the duties of the Chairperson in absence of the Chairperson. 3. In appointing members of the Commission, the City Council will strive to select such members to represent the general City population in age, gender, race, ethnicity, sexual orientation and national origin. 4. The term for service shall be one(1)year,and may be subject to reappointment. 5. The commission members or vacancies shall be in accordance with PMC 2.58.010. 6. The majority rule shall control commission meetings with each member having a single vote. 7. Commission members may not assign or grant proxies for their voting rights. 8. The City Council may appoint a City Councilmember to serve as a non-voting liaison to the commission. The City Council may direct the City Manager to appoint a staff advisor who shall serve as a non-voting liaison to the commission. Section 5. The Commission. The requirements of the commission will be as follows: 1. Meet one time per month at the date and time determined by the commission, or more often as may be necessary. 2. Develop a working plan and procedures in accordance with the Council adopted Charter. 3. Report to the City Council as progress occurs; however, not less than an annual report to the City Council. 4. All Commission Meetings shall be open to the public. Inclusivity Commission Resolution Page 2 5. All Commission members must be residents who have lived within the Pasco City limits for at least one(1)year, or have a currently licensed business,operating within the City. 6. The Commission will issue special reports at the request of the City Council at any time during its sitting. 7. The Commission will be an advisory board to the City Council. Section 6. Goals of Inclusivity Commission. The goals of the Pasco Inclusivity Commission are as follows: 1. Examine the practices and procedures of the City of Pasco to identify strategies to create a greater feeling of inclusion and welcoming for all who live and work in Pasco. 2. Engage with Pasco residents, interest groups, and businesses, seeking feedback on their experiences that can improve life in our community. 3. Identify strategies that help the City to be more inclusive in engaging our residents and businesses that will better promote unity,equality and understanding in Pasco. 4. Identify funding strategies to implement these goals. 5. Provide the City Council with a report on opportunities to recognize and celebrate Pasco's diverse culture. 6. Present recommendations to the Pasco City Council on how to achieve the goals above. Section 7. This Commission shall expire within twenty-four (24) months of the date of this Resolution unless extended by a majority vote of the Pasco City Council no less than ninety(90) days prior to the date of expiration. If so extended, the term shall be extended by such period as determined by the City Council. Section 8. Effective Date. This Resolution shall be effective upon approval. PASSED by the City Council of the City of Pasco this 20th day of February, 2018. CITY OF PASCO 041 Matt Watkins,Mayor Tr ST:APPROVED AS TO FORM: 14(6 -11/lieted(77 Daniela City Clerk and). -rr, City Attorney Inclusivity Commission Resolution Page 3 Inclusivity Commission 2019-20 Work Plan City Council Workshop April 22, 2019 EXHIBIT C History and Background Inclusivity Commission established by City Council in 2018. Seven members appointed May 2018: Jesse Campos, Chair Jeffery Sellers, Vice-Chair Kyle Saltz Maria Torres-Mendoza Delia Tobon Pete Rietke Abraham Regunta Beginning in August 2018, IC received monthly orientation briefings on city services and community resources. December 2018-April 2019: Developed work plan over several strategic planning sessions. Mission and Vision “Where Diversity and Equity are goals, Inclusion is the path.” Mission: A strategic partner to Pasco’s City Council which develops and promotes inclusive policies and programs. Vision: Creating, improving, and sustaining an inclusive organization, i.e. the City of Pasco, which empowers and unifies the people. Goals and Objectives GOAL #1: Foster an environment that includes, accepts, respects and appreciates all members of our community by promoting the city’s commitment to Inclusion, Diversity and Equity. OBJECTIVES A.Create an Inclusivity Commission (IC) youth subcommittee for middle and high school students. o Provides opportunity and forum for youth advisement on what their needs and ideas to improve inclusion, diversity and equity in city government and the Pasco community. o TIMELINE: October 2019-September 2020 Goal #1 Objectives Continued B.Create a portal on the City’s website and Facebook page. 1.Promote commission work products or events, and share resources that can facilitate the mission. o TIMELINE: June 2019 C.Have a presence at festivals and events which take place in Pasco. 1.Provide survey instruments and suggestion forum. 2.Impart information on city programs and services o TIMELINE: MAY 2019, Beginning with Cinco de Mayo Festival Goal #1 Objectives, Cont. D.Hold IC meetings in the community on a quarterly basis 1.Provides forum outside of city hall to impart the mission and work plan, and for residents to share experiences and offer suggestions on inclusion, diversity and equity in Pasco city government. 2.Integrate a different cultural component (food, performance, presentation) to each meeting. 3.Establish a questionnaire consistent with other city survey instruments. 4.Solicit feedback about city government and Pasco. 5.Rotate among council districts o TIMELINE: Begin end of Q3 2019 –September 2020 Goals and Objectives GOAL #2:Help the City of Pasco be more inclusive OBJECTIVES A.Improve engagement with the City. 1.Improve accessibility at City Council Meetings. 2.Research reasons for lack of participation and seek suggestions for improvement. 3.Assure that residency status is not a deterrent to engagement. 4.Provide translators when significant issues emerge. 5.Engage all media to feature effort and increase participation. Goal #2 Objectives B.Increase city government accessibility 1.Improve educational campaigns. 2.Assign commission liaisons to observe and monitor City boards, commissions and advisory committees for recommendations to enhance inclusivity, diversity and equity. o TIMELINE: September 2019-2020 Goals and Objectives GOAL #3:Promote unity, equality, understanding, diversity and inclusivity in city government. OBJECTIVES A.Introduce evaluation/assessment tools. 1.Increase accountability of commissions, departments, and activities. 2.Incorporate into management “performance dashboard” for consistency with budget and council goals. o TIMELINE: September 2020 Goal #3 Objectives B.Introduce annual inclusion audit and score card. 1.Rate inclusivity, diversity and equity of City-sponsored activities, employment, and contracting. 2.Report to Administration and City Council with results and recommendations. o TIMELINE: Begin January 2020 PROPOSED NAME CHANGE City of Pasco Inclusion, Diversity and Equity Commission QUESTIONS?