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HomeMy WebLinkAboutCC Reso 2022-01 - Diversity & Equity Action Plan RESOLUTION NO. 2022-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING EQUITY ACTION PLAN CREATED BY THE EQUITY AND DIVERSITY STANDING COMMITTEE AND CHANGING THE NAME OF THE COMMITTEE TO THE DIVERSITY AND EQUITY STANDING COMMITTEE WHEREAS: 1. The City established the Equity and Diversity Standing Committee ("Committee") by Resolution 2020-50; and 2. The duties assigned to the Committee including adopting written objectives to improve diversity and equity in the City's workforce and in the provision of municipal services, developing a written Action Plan to achieve those objectives, and implementing and overseeing the Action Plan; and 3. The Committee has since developed the City of Ukiah Equity Action Plan setting forth goals and objectives to improve diversity and equity in the City's workforce and in the provision of municipal services, and the concrete steps taken to achieve those goals and objectives; and 4. The Equity Action Plan is ready for adoption by the Council; and 5. In order to explicitly set forth the Committee's intent to improve diversity and equity, the Committee has recommended that the name of the Committee be changed to the Diversity and Equity Standing Committee, and that the representative seat designated for an individual from a LGBTQA group should be changed to a LGBTQA+ group. NOW, THEREFORE BE IT RESOLVED as follows: 1. The City Council of the City of Ukiah hereby adopts the City of Ukiah Equity Action Plan. The City of Ukiah Equity Action Plan is set forth in Attachment 1, attached hereto and by reference incorporated herein. 2. The name of the Standing Committee of the City Council known as the Equity and Diversity Standing Committee shall be changed to the Diversity and Equity Standing Committee ("Committee"). 3. One member of the Committee shall be from an organization in the City of Ukiah of the Ukiah Valley, including Redwood and Potter Valleys, which serves or represents persons from the LGBTQA+ community. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Ukiah on the 19th day of January, 2022 by the following roll call vote: AYES: Councilmembers Orozco, Crane, Rodin, Duenas, and Mayor Brown NOES: None ABSENT: None ABSTAIN: None qonr&&=,� Ji . Brown, Mayor ATTEST: 'ays Kristine Lawler, City Clerk/CMC ATTACHMENT I r� ry oil City of Ukiah EQUITY ACTION PLAN January 2022 City of Ukiah C*ACity,f Ukiah Executive Summary At the City of Ukiah,we understand that we have a unique responsibility to all residents as local government and public servants.We know that it is not enough to prioritize diversity.We must also prioritize equity and inclusion to create a culture where every individual and group is welcomed, respected, and provided the opportunity to participate fully.As part of the City's ongoing effort to reflect the diversity of the community we serve, integrate equitable public service, and promote opportunity for all individuals and groups,we have developed this Equity Action Plan. MISSION/OBJECTIVE With community engagement, develop an action plan to foster equity and diversity in the organization and our community. Review policies, practices, and procedures to promote and enhance equal participation and access to services, resources, and life opportunities and ensure our organization accurately reflects our community's diversity. PLAN DEVELOPMENT The City of Ukiah Equity Action Plan identifies and establishes equity objectives and goals, specific steps, and measurable indicators for each goal. In addition, the Equity Action Plan establishes accountability through an internal and external process and an annual accountability report to the Uldah City Council to achieve a collective vision of diversity, equity, and inclusion within the organization and our community. ASPIRATIONAL GOALS AND EXPECTED OUTCOMES • Create and sustain a diverse, equitable, and inclusive workplace and workforce that reflects,values, and celebrates the diverse community we serve. • Eliminate internal and external barriers to diversity, equity, and inclusion within the systems of our organization. • Recruit, retain, and advance a community of staff that reflects,values, and celebrates the diversity of the community we serve. • Identify and engage underrepresented communities in which to retain, expand, develop, and implement programs. • Instill diversity, equity, and inclusion as essential core elements of policy-making, accountability, and delivery of City services. • Ensure accountability in the implementation of goals and assessment of progress toward outcomes. EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE i C*ACity,f Ukiah 1GOALS, STRATEGIES,AND SPECIFIC STEPS Goal 1. Create and sustain a diverse, equitable, and inclusive workplace and workforce that reflects,values, and celebrates the diverse community we serve. STRATEGY: Consistently, clearly, and boldly communicate that diversity, equity, and inclusion (DEI) are critical to the City's values. CRITICAL STEPS • Create and adopt a Diversity, Equity, and Inclusion statement • Integrate the Diversity, Equity, and Inclusion statement into City initiatives and communication materials • Create a schedule of recommended proclamations to celebrate the diversity of our community and educate and raise awareness of diversity, equity, and inclusion- related issues • Create an Equity webpage on the City's website • Create a social media and website campaign that highlights the value of the diversity of the organization Goal 2. Eliminate internal and external barriers to Diversity, Equity,and Inclusion within the systems of our organization. STRATEGY A: Improve access to City communication, public meetings, and essential services to remove barriers to inclusivity. CRITICAL STEPS • Develop a plan to improve the accessibility of public meetings • Identify, develop, and implement strategies to improve the accessibility to including but not limited to, the City's website, social media content, program applications, and requests for proposal • Evaluate essential services to identify strengths and identify and remedy barriers • Provide ongoing education and training on the plans and strategies identified STRATEGY B: Improve the organization's recruitment, development, and retention practices to remove barriers within these processes. CRITICAL STEPS • Review recruitment, development, and retention practices to identify barriers to employment and create a plan to reduce those barriers, including but not limited Critical Steps are organized by order, not priority. EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 2 City of Ukiah to the development and implementation, of a recruitment plan designed to increase employment that accurately reflects the community we serve • Develop and implement an oversight process to ensure diversity in hiring, evaluation, and promotion • Develop annual employee surveys that include diversity, equity, and inclusion topics and identify a review team to assess the survey, prepare a summary, and make recommendations to City leadership Goal 3. Recruit,retain,and advance a community of staff that reflects,values, and celebrates the diversity of the community we serve. STRATEGY: Strengthen the City to advance diversity, equity, and inclusion efforts and to provide equitable and inclusive advancement opportunities for all staff. Listen to staff, committee, commission,and Council Members and value and consider their opinions, perspectives, and actions. CRITICAL STEPS • Create a mentorship program to create mentoring opportunities throughout the organization • Mandate diversity, equity, and inclusion training for all new hires during the orientation process • Mandate biannual diversity, equity, and inclusion training for all current employees Goal 4. Identify and actively engage underrepresented communities in which to retain, expand,develop,and implement programs. STRATEGY: Leverage existing resources to conduct asset-mapping and develop a needs assessment with recommendations inclusive of input from underrepresented members of the community. CRITICAL STEPS • Coordinate with existing groups representing the diversity of the community we serve to identify the best methods for connecting with those groups • Conduct focus groups and listening sessions • Conduct community-wide surveys • Provide ongoing recommendations regarding the needs assessment to City leadership EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 3 C*ACity,f Ukiah Goal 5. Instill diversity, equity,and inclusion as essential core elements of policy-making,accountability, and delivery of City services. STRATEGY A: Increase the diversity of the City's Boards, Commissions, and Committees to accurately reflect the community we serve. CRITICAL STEPS • Add diversity/inclusivity questions to all board, commission, and committee applications to evaluate applicants'understanding of/and experience worldng within diverse groups • Identify and implement methods of engaging and advertising employment and board/committee openings to reach a more diverse audience of potential applicants STRATEGY B: Improve the quantity, quality, and accessibility of City programs to reflect the needs of the diverse community we serve. CRITICAL STEPS • Conduct a community-wide survey to assess program needs and/or interests • Complete an inventory and analysis of existing programs to identify gaps and create a plan to reduce the identified gaps Goal 6. Ensure accountability in the implementation of goals and assessment of progress toward outcomes STRATEGY: Develop internal and external processes to preserve and ensure accountability in the process and implementation of goals, strategies, and critical steps to evaluate the progress to achieve the outcomes and goals and to assist in the annual accountability report to the Ukiah City Council. CRITICAL STEPS • Celebrate achievements • Make recommendations for corrective action through ongoing monitoring and evaluation by the Committee EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.zz PAGE 4 City of Ukiah GOAL i.Create and sustain a diverse,equitable,and inclusive workplace and workforce that reflects,values,and celebrates the diverse community we serve. STRATEGY.Consistently,clearly,and boldly communicate that diversity,equity,and inclusion(DEI)are critical to the City's values. Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Create and adopt a Diversity,Equity, Dec.aoaa CM Office/Diversity Statement created and Inclusion statement and Equity Committee Integrate the Diversity,Equity,and Dec.zozz CM Office/Diversity Statement will be integrated into City Inclusion statement into City initiatives and Equity initiatives and communication materials and communication materials Committee Create a schedule of recommended Jan.zozz CM Office/Diversity Schedule of recommended Proclamations proclamations to celebrate the diversity and Equity received by City Council of our community and educate and Committee raise awareness of diversity,equity,and inclusion related issues Create an Equity webpage on the City's Jan.zozz CM Office Webpage created website Create a social media and website July 2022 CM Office Social media and website campaign created campaign that highlights the value of and initial roll-out has begun the diversity of the organization GOAL a.Eliminate internal and external barriers to Diversity,Equity,and Inclusion within the systems of the organization. STRATEGYA:Improve access to City communication,public meetings,and essential services to remove barriers to inclusivity. Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Develop a plan to improve the December CM Office/City Clerk A plan created and ready for implementation accessibility of public meetings aoaa EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 5 City of Ukiah Identify,develop,and implement December CM Office Documented strategies to improve strategies to improve the accessibility 2022 accessibility to including but not limited to,the City's website,social media content, program applications,and requests for proposal Evaluate essential services to identify December CM Office Documented process for essential service strengths and to identify and remedy 2022 evaluation,including strengths and barriers, barriers and identified remedies.Documented summary of identified barriers and action taken to remedy. Provide ongoing education and training December CM Office/HR Dept. Summary of education and training activities on the plans and strategies identified 2023 related to identified strategies GOAL a.Eliminate internal and external barriers to Diversity,Equity,and Inclusion within the systems of the organization. STRATEGY B:Improve the organization's recruitment,development,and retention practices to remove barriers within these processes. Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Review recruitment,development,and July 2023 CM Office/HR Dept. Recruitment, development, retention retention practices to identify barriers practices plan complete and ready for to employment and create a plan to implementation. reduce those barriers,including but not limited to the development and implementation,of a recruitment plan designed to increase employment that accurately reflects the community we serve Develop and implement an oversight December CM Office/HR Dept. Oversight process developed and process to ensure diversity in hiring, 2023 implemented. evaluation,and promotion Develop annual employee surveys that Jan.zoz3 CM Office/HR Dept. Annual surveys developed.The review team include diversity,equity,and inclusion identified. topics and identify a review team to assess the survey,prepare a summary, and make recommendations to city leadership GOAL 3.Recruit,retain,and advance a diverse community of staff that reflects,values,and celebrates the diversity of the community we serve. EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 6 City of Ukiah STRATEGY:Strengthen the City to advance diversity,equity,and inclusion efforts and to provide equitable and inclusive opportunities for advancement for all staff.Listen to staff,committee,commission,and Council Members and value and consider their opinions,perspectives,and actions. Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Create a mentorship program to create July 2022 CM Office Program created and implemented mentoring opportunities throughout the organization Mandate diversity,equity,and July 2202222 CM Office/HR Dept. Diversity,Equity,and Inclusion training inclusion training for all new hires included in new employee orientation process during the orientation process and diversity,equity,and inclusion training Mandate biannual diversity,equity,and scheduled for all employees inclusion training for all current employees GOAL 4.Identify and engage underrepresented communities in which to retain,expand,develop,and implement programs STRATEGY:Leverage existing resources to conduct asset-mapping and develop a needs assessment with recommendations inclusive of input from underrepresented members of the community Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Coordinate with existing groups December CM Office/Diversity Detailed database of identified groups and representing the diversity of the 2022 and Equity their contact info.including best ways to community we serve to identify the Committee connect developed best methods for connecting with those groups Conduct focus groups and listening December CM Office/Diversity Documented summary of focus group and sessions zozz and Equity listening sessions Committee Conduct community-wide surveys December CM Office Documented summary of surveys and results zozz Provide ongoing recommendations December CM Office/Diversity Quarterly recommendation reports from the regarding the need assessment to City zozz and Equity Ad Hoc to City leadership leadership Committee EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 7 City of Ukiah GOAL 5.Instill diversity,equity,and inclusion as essential core elements of policy-making,accountability,and delivery of City services. STRATEGY A:Increase the diversity of the City's Boards,Commissions,and Committees to accurately reflect the diversity of the community we serve. Outcomes andActions Target Date Responsible Performance Measure Dept./Committee Add diversity/inclusivity questions to July 2022 CM Office/City Clerk Diversity and inclusivity questions included all board,commission,and committee on all board,commission,and committee applications to evaluate applicants' applications understanding of/and experience working with diverse groups Identify and implement methods of July 2022 CM Office/HR Dept. Identified summary of methods implemented engaging and advertising employment to engage and advertise for employment and and board/committee openings to board/committee openings. reach a more diverse audience of potential applicants GOAL 5.Instill diversity,equity,and inclusion as essential core elements of policy-making,accountability,and delivery of City services. STRATEGY B:Improve the quantity,quality,and accessibility of city programs to reflect the needs of the diverse community we serve. Outcomes and Actions Target Date Responsible Performance Measure Dept./Committee Conduct a community-wide survey to December CM Office Survey with results conducted. assess program needs and/or interests 2022 Complete an inventory and analysis of December CM Office Analysis complete,gaps identified,and a plan existing programs to identify gaps and 2022 to reduce the gaps ready for implementation. create a plan to reduce the identified gaps GOAL 6.Ensure accountability in the implementation of goals and assessment of progress toward outcomes STRATEGY:Develop external processes to preserve and ensure accountability in the process and implementation of goals, strategies,and critical steps to evaluate the progress towards the outcomes and goals and to assist in the annual accountability report to the Ukiah City Council Outcomes andActions Target Date Responsible Performance Measure Dept./Committee EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 8 City of Ukiah Celebrate achievements and make April 2022 CM Office/Diversity Quarterly progress reports and press release recommendations for corrective action and Equity summarizing recommendations and through ongoing monitoring and (ongoing) Committee achievements quarterly evaluations by the Committee EQUITY, DIVERSITY&INCLUSION ACTION PLAN: FINAL 1.19.22 PAGE 9 City of Ukiah January 2022 Equity Action Plan 2022-2023 GOAL 1.Create and sustain an equitable,diverse,and inclusive workplace and workforce that reflects,values,and celebrates the diverse community we serve. STRATEGY:Consistently,clearly,and boldly communicate that diversity,equity,and inclusion(DEI)are critical to the City's values 2022 2023 Outcomes and Actions Responsible Performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Create and adopt a Diversity,Equity and Inclusion statement CM Office/Diversity and Statement created Equity Committee Integrate the Diversity,Equity,and Inclusion statement into City initiatives and CM Office/Diversity and Statement will be integrated into City initiatives and communication communication materials Equity Committee materials Create a schedule of recommended proclamations to celebrate the diversity of our CM Office/Diversity and community and educate and raise awareness of diversity,equity,and inclusion related Equity Committee Schedule of recommended Proclamations received by City Council issues Create an Equity webpage on the City's website CM Office webpage created Create a social media and website campaign that highlights the value of the diversity of CM Office Social media and website campaign created and initial roll-out has begun the organization GOAL 2.Eliminate internal and external barriers to Diversity,Equity,and Inclusion within the systems of the organization. STRATEGY A:Improve access to City communication,public meetings,and essential services to remove barriers to inclusivity. 2022 2023 Outcomes and Actions Responsible performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Develop a plan to improve the accessibility of public meetings CM Office/City Clerk A plan created and ready for implementation Identify,develop,and implement strategies to improve the accessibility to including but not limited to,the City's website,social media content,program applications,and CM Office Documented identified strategies implemented requests for proposal Documented process for essential service evaluation,including strengths and Evaluate essential services to identify strengths and to identify and remedy barriers CM Office barriers,and identified remedies.Documented summary of identified barriers and action taken to remedy. Provide ongoing education and training on the plans and strategies identified CM Office/FIR Dept. Summary of education and training activities related to identified strategies GOAL 2.Eliminate internal and external barriers to Diversity,Equity,and Inclusion within the systems of the organization. STRATEGY B:Improve the organization's recruitment,development,and retention practices to remove barriers within these processes. 2022 2023 Outcomes and Actions Responsible performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Review recruitment,development,and retention practices to identify barriers to employment and create aplan to reduce those barriers,including but not limited to the CM Office/HR Dept. Recruitment,development,retention practices plan complete and ready for development and implementation,of a recruitment plan designed to increase implementation. employment that accurately reflects the community we serve Develop and implement an oversight process to ensure diversity in hiring,evaluation, CM Office/HR Dept. Oversight process developed and implemented. and promotion Develop annual employee surveys that include diversity,equity,and inclusion topics and identify a review team to assess the survey,prepare a summary,and make CM Office/HR Dept. Annual surveys developed.The review team identified. recommendations to city leadership GOAL 3.Recruit,retain,and advance a community of staff that reflects,values,and celebrates the diversity of the community we serve. STRATEGY:Strengthen the City to advance diversity,equity,and inclusion efforts and to provide equitable and inclusive opportunities for advancement for all staff.Listen to City staff,committee, commission,and Council members,and value and consider their opinions,perspectives,and actions. 2022 2023 Outcomes and Actions Responsible performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Create a mentorship program to create mentoring opportunities throughout the CM Office Program created and implemented organization Mandate diversity,equity,and inclusion training for all new hires during the orientation process Diversity,Equity,and Inclusion training included in new employee CM Office/HR Dept. orientation process and diversity,equity,and inclusion training scheduled for all employees Mandate biannual diversity,equity,and inclusion training for all current employees 1st Quarter I 2nd Quarter 3rd Quarter I 4th Quarter 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter City of Ukiah Equity Action Plan Rev.12.8.21 City of Ukiah January 2022 Equity Action Plan 2022-2023 GOAL 4.Identify and actively engage underrepresented communities in which to retain,expand,develop,and implement programs STRATEGY:Leverage existing resources to conduct asset-mapping and develop a needs assessment with recommendations inclusive of input from underrepresented members ofthe community 2022 2023 Outcomes and Actions Responsible performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Coordinate with existing groups representing the diversity of the community we serve to CM Office/Diversity and Detailed database of identified groups and their contact info.including best identify the best methods for connecting with those groups Equity Committee ways to connect developed Conduct focus groups and listening sessions CM Office/Diversity and Documented summary of focus group and listening sessions Equity Committee Conduct community-wide surveys CM Office Documented summary of surveys and results Provide ongoing recommendations regarding the need assessment to City leadershipCM Office/Diversity and Quarterlyrecommendation reports from the Ad Hoc to City leadership g g g g y Equity Committee p y GOAL 5.Instill diversity,equity,and inclusion as essential core elements of policy-making,accountability,and delivery of City services. STRATEGY A:Increase the diversity ofthe City's Boards,Commissions,and Committees to accurately reflectthe diversity ofthe community we serve. _ 2022 2023 Outcomes and Actions Responsible Performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dcc Jan F6 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Add diversity/inclusivity questions to all board,commission,and committee applications CM Office/City Clerk Diversity and inclusivity,questions included on all board,commission,and to evaluate applicants'understanding of/and experience working with diverse groups committee applications Identify and implement methods ofengaging and advertising employment and Identified summary ofinethods implemented to engage and advertise for board/committee openings to reach a more diverse audience ofpo CM Offlce/HR Dept.tential applicants employment and board/committee openings. GOAL 5.Instill diversity,equity,and inclusion as essential core elements of policy-making,accountability,and delivery of City services. STRATEGY B:Improve the quantity,quality,and accessibility of city programs to reflect the needs of the diverse community we serve. 2022 2023 Outcomes and Actions Responsible Performance Measure Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Conduct a community-wide survey to assess program needs and/or interests in the CM Office Survey with results conducted. community Complete an inventory and analysis of existing programs to identify gaps and create a CM Office Analysis complete,gaps identified,and a plan to reduce the gaps ready for plan to reduce the identified gaps implementation. GOAL 6.Ensure accountability in the implementation of goals and assessment of progress toward outcomes STRATEGY:Develop external processes topreserve and ensure accountability in the process and implementation ofgoals,strategies,and critical steps to evaluate the progress towards the outcomes and goals and to assist in the annual accountability report to the Ukiah City Council 2022 2023 Outcomes and Actions Responsible performance Measure Jan Feb Mar I Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Status/Notes Dept./Committee Celebrate achievements and make recommendations for corrective action through CM Office/Diversity and Quarterly progress reports and press release summarizing ongoing monitoring and quarterly evaluations by the Committee Equity Committee recommendations andachievements 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter I 3rd Quarter I 4th Quarter City of Ukiah Equity Action Plan Rev.12.8.21