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Home My WebLink About04/04/2017 13B Minutes Jan/Feb 2017 Community Integration Exploratory CommitteeBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 13.13. For Meeting of: April 4, 2017 ITEM TITLE: Community Integration Exploratory Committee minutes of January 2017 and February 2017 SUBMITTED BY: Randy Beehler, Staff Liaison / Communications & Public Affairs Relations Director SUMMARY EXPLANATION: See minutes attached. ITEM BUDGETED: NA STRATEGIC PRIORITY: Neighborhood and Community Building APPROVED FOR �City Manager SUBMITTAL: C&N� STAFF RECOMMENDATION: BOARD/COMMITTEE RECOMMENDATION: Committee approved. ATTACHMENTS: Description D 2017-01-25 mintegration minutes D 2017-02-13 mintegration minutes Upload Date Type 3122/2017 Backup Material 3/22/2017 Backup Material 3/22/2017 Backup Material Community Integration Exploratory Committee 2"d Floor Conference Room, 129 N.2nd Street, Yakima, WA 98901 January 25, 2017 Joan Davenport it Quintana Lawrence Breer Sara Watkins Arthur Alcazar Brandy Schwartz (absent) Laura Armstrong Marco Campos Rachel Liennan h ♦. -X-2t-5- 9 (t -f, --tu- Chairman Arthur Alcazar welcomed and thanked everyone for their attendance at the first official meeting • the • Integration Exploratory • With no previous minutes tii discuss or approve, Arthur reviewed the evening agenda and the group completed brief introductions. City Development Director, Joan Davenport, gave a brief update on the status of the Ethics and Equal Rights Exploratory Committee and reminded the group that the Neighborhood and - Community Building Committee expects a quarterly report from the Community Integration Exploratory Committee, with the first report due in March. Committee members were encouraged to attend Neighborhood and Community Building Committee meetings which occur every third Thursday of the month. Joan also reminded the group that Councilmember Dulce Guti6rrez and Councilmember Avina Guti6ffcz are the • staff liaisons for the Community Integration Exploratory Committee and should be advised as to the level of their future involvement. The group began brainstorming an "elevator speech" to describe the role of the Community Integration Exploratory Committee. They also discussed the meaning of "community integration" and constructed a list of initial outcomes and strategies. Community Integration Brainstorm • Sense of belonging and investment in community o Making sure people have a voice • City workforce reflects diverse community o Look at systems, staffing, structure • Making city diverse, inclusive and accessible • Opportunities for residents • Bringing community together • Increase participation • Community relationship building • Increase communication • Helping community understand the best way to contact/approach government and be effective • Topic canvassing before meetings • Participation in the process of decision making by residents • Cultural competency training for City Council and Community Integration Committee, as well as all city staff • Get out into the community, visible City Council • Community members (not just leadership) are integrated • Standard of conduct statement for City Council meetings • Events to bring people together and increase respect • Laura suggested using a diversity inventory chart for the city to evaluate the diversity within its council and city staff. Laura plans to send the template to Joan Joan directed the group to review the scope of work and proposed outcomes as detailed by the Memorandum, "Proposed outcomes for exploratory committees." Staff members also encouraged the committee to use resources such as Police Chief to discuss "Coffee with a Cop" program or request reports from various departments such as Human Resources or Parks and Recreation to continue issues research efforts. After the brainstorm session was complete, Senior Assistant City Attorney, Sara Watkins, introduced a couple of housekeeping items to the committee, resulting in the action items listed below. • Motion to video record Community Integration Exploratory Committee meetings for public access: Approved. • Motion to change item 4.f. in "Policies and Procedures for Exploratory Committee to Evaluate the Terms, Goals, Vision and Structure of a Community Integration Committee" to now read, "If any resident needs the services of an interpreter, a request shall be made to the City Clerk's Office a minimum to 48 hours before the start of the meeting.": Approved The committee also discussed the role of public participation within the meeting structure. Motion to reserve a minimum of 15 minutes at the end of each meeting for public comment: Approved. Committee members agreed to work on the following items in preparation for the February meeting: Review the working "elevator speech" and bring a draft to share with the committee in February with the goal of eventually drafting a mission statement. o Draft: The city council cares about all residents and seeks our insight on opportunities to (engage community members, bring community together, increase participation, build community relationships) and provide some thoughtful recommendations. Review the brainstorm list and additional outcomes and each bring top 5 of interest and/or importance to discuss in February, with the objective of establishing group consensus an4 narrowing the focus of committee work. lo The next Community Integration Exploratory Committee Meeting will be held on Monday, February 13 at 5:30 p.m. in the upstairs conference room at City Hall. HIM= 1•• � M Prepared by: Tiffany Pitra, Community Integration Date of Approval: Committee Recording Secretary Commuttity Ititegration Exploratory Committee 21" Floor Conference Room, 129 N. 2 nd Street, Yakima, WA 989 February 13, 2017 1 Randy Beehler Anita Quintana Sara Watkins Arthur Alcazar Dulce Gutidrrez Brandy Schwartz Laura Armstrong Marco Campos I ff mmm 2 M1, Meeting was called to order at •* Chairman Arthur Alcazar welcomed and thanked everyone for their attendance and reviewed the agenda with the committee. Tiffany Pitra explained two amendments to the Community Integration Exploratory Committee meeting minutes of 1/25/2017. A motion was made and the minutes of 1/25/2017 were approved as presented. The motion carried by a unanimous vote. Chairman Arthur Alcazar signed off on the approved minutes. Committee members took turns sharing drafts of their "elevator speeches." Councilmember Dulcm Gutidrrez reminded the group that they have up to one year to research and make a case. Aft much discussion. a motion was made to acce(#,,t the two statements as listed below; one to facilitate direct discussion with a community member (elevator speech) and one to describe the mission the committee (mission statement). The motion carried by a unanimous vote. I Community Integration Exploratory Committee Elevator Speech: Hello, I'm with the City qf Yakima Community Integration Committee. Currently, there are many challenges facing our community and we would like your ideas and input on how we can go about bringing this community together and building relationships among our residents. We have through December 31, 2017 to assess needs in Yakima and would be very appreciative of your thou&ful recommendations. Tell me about your concerns and your ideas. Community Integration Exploratory Committee Mission Statement: The Community Integration Exploratory Committee seeks to advise the Yakima City Council on ways to improve community engagement, diversify the city government and workforce and give a voice to all Yakima residents. They accomplish these goals by investigating issues in all seven Yakima districts, researching succes�ful programs in other cities and providing thoughffiul strateV recommendations to Yakima leaders through December 31, 2017. The group continued brainstorming outcomes and strategies. Committee members attempted to separate outcomes from strategies for now and took turns sharing their top selections for outcomes on which to foci Community Integration Outcomes Brainstorm: • Working with local art programs (what organizations have to offer) ---community relationship building/ opportunities for residents —building partnerships amongst tourism sites, downtown association, etc. o Community events that are for the whole family need stuff that little kids can attend • Canvassing: community outreach, education/offering a space for people to vocalize their opinion (direct outreach that produces feedback) • Community Education & Outreach o Spokane channel on public access that features local government discussing different topics. • Create a sense of belonging o City slogan • Community Relationships building • Churches, schools, law enforcement, etc. • Establish real sense of participation • Best way to contact city government • All-inclusive events that bring community together • Community outreach (reach out first, getting a baseline) o We don't necessarily know our needs yet • Strategic needs assessment, develop objectives afterwards • Community education and outreach • Raise visibility to community members about current systems that are in place o Community relationship building • Is anything missing from the equity study? (Asset inventory) o Councilmember Dulce Guti6rrez mentioned that a needs assessment and trying to measure what current systems already work would be helpful (These will help build a case to establish a need for a permanent committee) • Community Education and outreach • Sense of belonging and investment (what is a way that people are committing to Yakima?) • How to approach government (gives people a voice) • Tourism & arts —promotes city pride • Promoting a feeling: feel they belong, sense of pride • Access and education: support people accessing the government, education (and cross- cultural education) • City policy: direct outreach and education, consider who and what this will impact before it passes Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary After much discussion, the group settled on these three themes and completed draft objectives. A motion was made to accept the following draft objectives as listed below with the understanding that they are subject to change. The motion carried by a unanimous vote. 1. Increase a feeling of belonging among residents; develop a sense of pride or investment in the community. 2. Apply an integration lens on policy awareness efforts and impact. 3. Increase community education and outreach. Committee member Laura Armstrong led the group in a focused brainstorm on Objective One in order to further understand it as well as determine next steps. Objective: Increase a feeling of belonging among residents; develop a sense of pride or investment in the community. IDEAS • Belonging and investment (giving time, money, etc.) equals ownership • Pride or slogan for Yakima, building a shared, inclusive identity • Promoting Yakima's assets (strengths -based thinking and messaging) o Ex: agriculture, local business, diversity, sunshine, craft beverage, tourism, Cinco de Mayo, Education (universities) • Neighborhood, upkeep by residents, knowing your neighbors, National Night Out • Fun (events, family events, togetherness, arts) RESOURCES/PROGRAMS THAT ALREADY EXIST • Yakima Tourism • Downtown Association • I Heart Yakima • Craft Beverage Association • Greenway • Chamber of Commerce • Wine Associations • SAFE Yakima • NCC • YPD/Crime Stoppers • YPAL WHY THE GAP? • Are there events/tourism free of charge? • Is Playdate in Spanish? • Is information being delivered to all of the community? • Are people asked what they want? • Does city have app with notifications? • Is tourism reaching to Latina communities or families? Is tourism site in Spanish? • How are Hispanic Chambers of Commerce connected? Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary etc, I° dow tat YT ► �' __ +i r 0& 4L 4mnt 11 aP� ale,'?it. n. vebi cid - Of s\a� 1le�ghk��5 �` clis 11� ��'� �t4 •� rC7tY1o"�'1 . ,[. 1`7 -roue s m CWen A�iTaun��i- - er �>,Mftwh Arse- th'lv)K lnl t �. ssagrn �,,,-W,ri, � fir- V Arc 16r'`'P : a ecu. e, �y in h ? • �' �� I� Cham of Ca M `* ' ClINas Axe rt a S Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary The Community Integration Exploratory Committee also discussed a goal to make the case for this to become a permanent committee by the six-month mark. Committee members voiced which objective they felt most interested in and discussed ways to divide research efforts. Brandy Schwartz expressed an interest in Objective 1. Arthur Alcazar and Laura Armstrong expressed an interest in Objective 2. Rachel Lierman, Anita Quintana and Marcos Campos expressed an interest in Objective 3. Tiffany Pitra is undecided at this time. The group agreed it would be best to keep as man -o member;�,�0&44m#lw,-o4 i- A*m�hjinc1ude_mank*_Affcren (r,erspectives. Committee members agreed to reflect on the two remaining draft objectives in preparation for the brainstorm session next week. • Draft Objective: Apply an integration lens on policy awareness efforts and imp • Draft Objective: Increase community education and outreach. 1 As no community members were present, the Community Integration Exploratory Conunittee did I ot allow 15 minutes for public comment. The next Community Integration Exploratory Committee Meeting will be held on Tuesday, Uebruary 21 at 5:00 p.m. in the upstairs conference room at City Hall. 0 M ate of Approval: Z 7 Arthur Aca`zar.r nil ion Exploratory Committee Chair) Prepared by: 'riffany Pitra, Community Integration Exploratory Committee Recording Secretary Randy Beehler Anita Quintana Sara Watkins Arthur Alcazar Brandy Schwartz 77q UMIZIM Vice Chair Brandy Schwartz welcomed and thanked everyone for their attendance and reviewed tis agenda with the committee, noting that the purpose • this meeting was to continue • objectiv brainstorming session. i IDEAS • Direct outreach/education about a topic (door-to-door) • Various methods for people to access/get to know councilmembers (model: Coffee w/ a Cop) o Q&A in person o Session on news @ 5pm in Spanish —invite council members o Direct mailings, letters from the mayor/manager • "Task forces" flow chart (how to contact different city committees) and getting more people involved in the smaller committees that advise council • Localized individual leadership o Develop neighborhood leaders o Distribute information through these leaders • How to speak opinion about a topic/how to approach local government o Code of conduct o When and where meetings take place o How does our local government system actually work? o Get high school and college students involved • Forums, topic -based conversations for people to learn o Get local organizations involved to get information out RESOURCES/PROD RAMSTHAT ALREADY EXIST * Public Relations (R. Beehler) * 23 communications platforms * Larger Space/Convention Center to host meetings * High School Internship program through City of Yakima, promoted through schools (21 students total) • Facebook for city departments (Parks & Rec, Fire, Harman Center) and city of Yakima • City offers translators (481-irs) for committee meetings/ City Council always has translator • City Council public comment time • Press Releases ■ English/Spanish city website • English TV channel WHY THE GAP? • Language and style of language, Spanish for materials and TV channel • Difficult to access councilmembers by email and phone and get to know them • Information distribution and why information is important • How many of the 23 communication methods are available in multiple languages? • How does management decide to host meetings at larger locations? • Does community know how our local government system works? 4 — e 005 "Oia�G1 rw � a.�rai ring r, n�� edexrcxi�.,,►i�iL 04 40 Ami�l� Q� s CG V% rlAecs i MctteA&P n& I + -iv�x}� &ttf+ � ,'i i .t- �I 0 ;:;P r NMS/ Du �� of , to -P W-- ba5cd � b:,r1►acoi� roar �• to cu� '�£° °�'�' pGt�'�shc�r Khan, w hen, ` ejC1St$ #Access qre Cody of ca doct LAVI I m�mbe4S .} �nvr�,,,r�t ` JIiSh C �ri NVAR 'tuoie n fr, �► mvar4r- �� r'"�q CDS *� �i�li'�'1 st�t'*� • £�. �S�Muh �dlfe'C • LDCal i zed '14ritdnai �►r . mld'r.G dere.�apnktrr �(IP«}� � � A�� Co�ew•.'� L♦'�a, i2 �Q R�146i� +4m�s Re► ry Mwrts .;,t ri han • tirr r �[aun g- 14t 67Aforr 4C C,,IY, •Z Gpryiry�kl7idtonv {pyo H, Sckpaj 1111ff �e7had� mcv+y see �'N These ares 110OW P. Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary IDEAS • Policy impacts on residents (what barriers, what opportunities?) • Checklist of things that have to happen//policy in place before anything passes o Streamline process, consistency • Review Equity study, what are additional things that we'd want to know? • Looking at processes behind decisions could be a function of a permanent integration committee • Diversity inventory chart • Cultural. competency training • Applications for city jobs (online & paper, use computer at City Hall for free) where are these being advertised? How can we increase the pool of applicants? • Work flow -chart (work backwards from a policy that has been passed—what can be improved (Life Cycle of a Policy) • Talk with City Manager RESOURCES/PROGRAMS THAT ALREADY EXIST • City manager talks to staff about who should provide that information to council • Staff provides legal advice, perspective, etc. to council • Equity Study WHY THE GAP? 0 Are city policy/ ordinance notices actually going out to the public in a timely manner? Are public notices being understood? The ♦ Integration Exploratory Committee expressed that they may need more direction and insight on this specific objective and have requested that the City Manager be present at their next meeting. They are interested in learning the following: * How ♦♦ an ♦.`_r turn into a ♦.♦ 11111111flqsg� 11111q�'�Ipplpllpll mmu♦♦- Prepared by: Tiffany Pirra, Community Integration Exploratory Committee Recording Secretary I i � ��r I r �- awa� �tarrk►.,-9,f. r �C L ix %PMW'"VM lift; ��r�c�v►f�ne �€ Ute( CotiIE tooini cvw:-#- CW� Committee members agreed to break into smaller research groups to focus on specific objectives. Each research group will be responsible for drafting a clear summary of their objective by the next meeting for the first quarterly report. Research groups are as follows: • Brandy, Tiffany: Increase a feeling of belonging among residents; develop a sense of pride or investment in the community. • Arthur, Laura: Apply an integration lens on policy awareness efforts and impact. • Anita, Marcos, Rachel: Increase community education and outreach. The goals for our quarterly report are as follows: • Explain 3 main topics and what they mean to us • Explain 3 objectives and who is working on them • Describe that we are continuing research by o Researching role of permanent committee o Researching topics Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary As no community members were present, the Community Integration Exploratory Committee dU not allow 15 minutes for public comment. The next Community Integration Exploratory Committee Meeting will be held on Tuesday, March 13 at 5:30 p.m. in the upstairs conference room at City Hall. 7. .... . Approved by: . ....... Date of Approval: 7 IAesra—fi1onE—FM t4—Cots miftcc Chair) Prepared by: Tiffany Pitra, Community Integration Exploratory Committee Recording Secretary