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EQUITY, ACCESS, AND RIGHTS ADVISORY BOARD MEETING MINUTES
DATE: August 8, 2024, START TIME: 12:30p.m. LOCATION: City Hall (In person and virtual)
VOTING MEMBERS PRESENT: Alyson McWilliams, Julia Cochrane, Aimee Samara, Laurie Riley, Richard Rogers, Stephanie Burns
NON -VOTING MEMBERS PRESENT: Deputy Mayor Howard (Council Liaison)
MEMBERS EXCUSED: Cameron Jones MEMBERS ABSENT: Francisca Ramirez Aquino
CITY STAFF PRESENT: Marketing and Communications Director Shelly Leavens and City Clerk Alyssa Rodrigues
Topic
Action
Call to Order: Co -Chair Stephanie Burns called the meeting to order at
12:38pm.
Approval of Agenda:
Motion: Richard Rogers made a motion to
approve the agenda. Aimee Samara
seconded.
Vote: Motion passed unanimously.
Approval of Minutes: July 11, 2024
Motion: Laurie Riley made a motion to
approve the July 11, 2024, minutes. Alyson
McWilliams seconded.
Vote: Motion passed 5-0 with 1 abstention.
Public Comment:
There was no public comment.
Review and Approval of Community Agreements
Stephanie Burns introduced Reviewing and Approval of Community
Agreements.
The board reviewed the Values, Expectations, and Practices and draft
Community Agreements.
Discussion ensued around adding religion and age to list, practices tool sheet,
assuming the best in people, everyone on same page, keeping documents
together, difference in education, "experience, expertise, and education", word
"access", more language around accessibility, what does "access" mean for
Topic
Action
Advisory Board, online presence, "inclusive Port Townsend and its
government", believe others reports of their experiences, defining "grace",
"tone policing" definition, addressing barriers under practices, how to determine
"valuable input," second sheet for practices/tools, email ideas to Stephanie to
add, and having a living document.
Reviewed changes included:
• Better defining "tone policing" and "grace"
• Moving from reflective and open and bringing action and addressing
language.
• What is meant around the word "valuable"?
• Believing others reports of experience.
• Add tool sheet of practices.
• Religion/faith and age
• Education in addition to lived experience and expertise.
• Look at documents as a whole in relation to access.
• Review charter again.
Discussion continued around speed of communication, public comment, giving
Motion: Stephanie Burns moved to
others more speaking time with lived experience, and scrivener's error.
approve edits. Julie Cochrane seconded.
Motion: Stephanie Burns moved to approve edits. Julie Cochrane seconded.
Vote: Motion passed unanimously.
Vote: Motion passed unanimously.
Review and Discussion of EAR Workplan Letter to City; Identify Next
Steps and Explore How (with input from staff liaisons)
Discussion ensued around the letter having been sent to Council, next steps,
tasking through City Council process, review workplan as a whole, and
budgeting process.
Review and Discussion of EAR Candidates; Identify Next Steps
Discussion ensued around candidate process, EAR Advisory Board interview
process, what to look for in a candidate, provide own recommendations to the
Mayor, trust, prioritize someone with a lived experience of being unsheltered,
Topic
Action
OlyCAP, unsheltered vs. people who work with unsheltered, Dove House,
Bayside Housing, diversity of any kind, different perspective to the table,
reaching out to organizations, sensory challenged, community conversations,
stipend, caregivers, networking/outreach, residents, and older candidate.
Richard Rogers left at 1:43pm.
Discussion continued around minimum age requirement, meeting time,
application, timeline, current applications, application standards, Mayor decides,
Application questions will be added to the
current process, review application questions, suggestions the board will make
next agenda.
to the process, DEI Organizational Assessment, hold to a higher standard,
actively in process while changes are happening, next steps, forwarding or not
forwarding names to the Mayor, DASH, trans community, how representation
can happen, vulnerability index, one vacancy, and membership,
Aimee Samara left at 2:04pm.
A quorum of the board was lost at 2:04pm. Informational only for the rest of the
agenda.
Networks Identification and Building
Discussion ensued around representation, how to get the word out, what
networks we are part of, what networks do we need to build, faith community,
homeless community, queer community, low-income senior, tribes, JCIRA,
survivor, intellectual and physical disabilities, the Nest, Recovery Cafe,
Jefferson County Research Society, Food Bank, physical disability community,
accessibility team, survivor of physical and sexual abuse, People of Global
Majority, Dove House, USAWA, maritime community, youth, Benji Project,
native communities, restorative justice training, sex offenders, who is and who
is not in our network, compile and share at next meeting, and how are we
reaching all of Port Townsend.
Public Comment on Agenda Items (3 minutes per person)
There was no public comment.
Committee Member Updates
Topic
Action
Julia Cochrane stated she will not be at the next meeting.
Staff Updates:
Marketing and Communications Director Shelly Leavens provided a staff update
which included the Comprehensive Plan update and Engage Jefferson County.
Set Agenda for Next Meeting
Shelly will confirm with Jodi Adams
Suggestions for the next agenda included:
regarding the budget process.
• social media and communications
• EngageJC
• Present network identification conversations
• Revised community agreements
• Budget requests
Next Meeting: September 12, 2024, at 12:30pm
Adjourn: There being no further business, the meeting adjourned at 2:35pm
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9
PORT TOWNSEND EQUITY, ACCESS & RIGHTS ADVISORY BOARD
COMMUNITY AGREEMENTS & COMMITMENTS
DRAFT FOR REVIEW
SMALL GROUP WORK CONTRIBUTIONS
VALUES
EXPECTATIONS
PRACTICES
Equity/Fairness
Assumption of equal intelligence & abilities
Interruption stoppers
Equity
To be treated the same as those who are usually
Be aware of who you may assume to be `less than'
treated as `in power' or `more important'
others, and correct your viewpoint
Fairness
Equitable space for all in the conversation
Justice
So what can be done, don't ignore
Speak to the idea, not about the person
Recognition
To be heard and have ideas thoughtfully
considered
Kindness/Respect
More than one truth is possible
Respect
Don't assume you're speaking for everyone; speak
from your lived experience
Respect
To be able to speak without interruption (unless
No talking over; No dismissing; No gaslighting; No
hogging the airtime); Assumed that all members
assumptions of intelligence or lack thereof
are intelligent and able
Using `oops/ouch'
Community
Building bridges takes open & honest
Equity may be privileged over equality. If someone has
communication
insights based on their lived experience, they may take
more airspace in the conversation
VALUES
EXPECTATIONS
PRACTICES
Openness to experience of
Honoring lived experience
others
Our experiences are valid
Listen to understand, not respond
The whole is greater than the
Take folks' experience, expertise & wisdom into
Simultaneity
sum of the parts
consideration
We all come from a good place
Demonstrate grace
Authenticity
Hearing & listening fully and actively
No interrupting, no tone policing (Be kind, be brave).
Tone policing is defined as `the action or practice of
criticizing the angry or emotional manner in which a
person has expressed a point of view, rather than
addressing the substance of the point itself.'
Authenticity
People - Community - Sharing
Effectiveness
Tracking work & ideas
Productivity
Outcomes & implementations
Creating accountability & communication systems for
support & inclusion
Addressing barriers
Being reflective, open, & intentional in
Take action on addressing barriers
acknowledging barriers
Integrity
Doing what we say we'll do, when we'll do it. If not,
cleaning it up.
Curiosity
Listening from a place of curiosity
Liberation is possible
No quick fix