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EQUITY, ACCESS, AND RIGHTS ADVISORY BOARD MEETING MINUTES
DATE: September 12, 2024, START TIME: 12:30p.m. LOCATION: City Hall (In person and virtual)
VOTING MEMBERS PRESENT: Alyson McWilliams, Aimee Samara, Laurie Riley, Richard Rogers, Stephanie Burns, Francisca
Ramirez Aquino
NON -VOTING MEMBERS PRESENT: Deputy Mayor Howard (Council Liaison)
MEMBERS EXCUSED: Cameron Jones, Julia Cochrane MEMBERS ABSENT: Laurie Riley
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.
Deputy Mayor Howard will look into
Discussion ensued around attendance requirements.
attendance requirements.
Approval of Agenda:
Discussion ensued around workplan being listed on agenda, letter, and
volunteer applicant tasking.
Approval of Minutes: August 8, 2024
Motion: Aimee Samara made a motion to
approve the August 8, 2024, minutes.
Alyson McWilliams seconded.
Vote: Motion passed unanimously.
Public Comment:
There was no public comment.
Update on EAR Candidate Interviewing
Deputy Mayor Howard provided the EAR candidate interviewing update which
included three interviews, staff liaisons/board chair/Council liaison sitting in
interviews, debrief, and sending recommendation to the mayor.
Discussion ensued around outreach to the homeless community and
Topic
Action
importance of engaging with community.
Review Community Agreements, Version 2.0
Co -Chair Stephanie Burns presented the Community Agreements Version 2.0
which included Community Agreements and Practices.
Discussion ensued around the word "simultaneity", how to practice simultaneity,
acronym WAIT, respecting and embracing silence, slowing down processes,
how to keep agreements alive and present, Oops and Ouch, practicing the
practices, include in packet regularly, located on city website, define more
clearly, living document, quarterly review, speak intention, and Agreement of
the Month.
Final Approval of Community Agreements
This was discussed in previous item.
Communications and Community Engagement 101
Marketing and Communications Director Shelly Leavens presented the
Communications and Community Engagement 101 which included personal
background, stories of the people, 50% city communications, 50% city
marketing, Lodging Tax Advisory Committee, needing help from community,
difference between communications and marketing, Transportation Benefit
District, invention/experimentation, receiving feedback, channels of
communication, Brewocracy Now, Coffee with the City Manager, contact
information for John Mauro, monthly newsletter, gap and accessibility concerns
regarding monthly newsletters, Quarterly inserts, Facebook, EAR Advisory
Board advertising, and Engage PT.
Discussion ensued around measuring effectiveness of all channels, defining
success, quantity vs. quality, Library's audience, why are people not paying
attention, feedback, word of mouth component, touch points, networks, goal for
need in the moment, regular communication for EAR advisory board, data
regarding language needs, EAR advisory board website requests, importance
Topic
Action
of being in the community, community meeting logistics, board meetings held in
different locations, organization communication list, spam laws, and city
subscription list.
Update on EAR Workplan Letter/ Budget Process and Next Steps
Deputy Mayor Howard provided the EAR Workplan Letter/Budget Process and
Next Steps which included letter sent by Mayor, schedule, budget requests for
EAR Advisory Board through Shelly's Department, tentatively agreed on EAR
Advisory Board workplan, coordinating with staff liaisons on budget impacts,
City Council looks at city budget as a whole, once budget is approved then
board finalizes 2025 workplan, and high level quarterly report to Council.
Discussion ensued around next steps, timeline, placeholder in budget for EAR
Advisory Board, activities/costs, main item to focus on is activities, first full year,
referencing workplan letter, budgetary impact, additional staff time, what does
success look like for EAR, working group to prepare documents for next
meeting, and resending list of contact info.
EAR Workplan Letter Priorities and Planning Discussion
Community Engagement Discussion and Next Steps
Accessibility on Virtual Platforms (Closed Captioning)
Discussion ensued around receiving first assignment from City Council and
reviewing virtual platforms for accessibility,
Public Comment on Agenda Items (3 minutes per person)
There was no public comment.
Committee Member Updates
There were no committee member updates.
Staff Updates:
Shelly Leavens provided the staff updates which included Comprehensive Plan
road map, September 18 tour, Farmers Market, October 23 Engage JC
Topic
Action
Inclusion and Belonging Workshop, October 18 LGBTQIA+, and City Clerk
Alyssa Rodrigues to send out upcoming events list.
Set Agenda for Next Meeting
The next agenda will include:
• Workplan and Budget
Next Meeting: October 10, 2024, at 12:30pm
Adjourn: There being no further business, the meeting adjourned at 2:34pm
Do you
Isyour
work,
To which Board, Commission, or
If Agenda
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this form until your comment is 2350 characters or less.
Hearing?
Hearing?
Sat Sep
212024
1 was visitingyour town after I was struck by the piracy continually and being slandered and harassed by Jason Bishop as well as his friends and
23:18:00
family and other people of your community. I am an honest man a commercial fisherman and a church grounds keeper and I thinkyou have a thrill
GMT-
kill cult from Chimacum High 92' and their children following me around and fouling the local pagans(where I live) as well. Technically near the
0700
freeway a quarter mile from my place. I also believe that the Bishops are involved in piracy and I hate your Jolly Roger bythe wine place. I was
(Pacific
General
required to go to school there in 90 for a short time. Please consider their are other people involved.
Daylight
William
willojat@g
Equity, Access and Rights Advisory
public
Yours truly,
Time)
Olson
mail.com
Board
comment
Tired of the Piracy
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PORT TOWNSEND EQUITY, ACCESS & RIGHTS ADVISORY BOARD
COMMUNITY AGREEMENTS & COMMITMENTS
DRAFT FOR REVIEW
SMALL GROUP WORKCONTR/BUT/ONS
VALUES
EXPECTATIONS
PRACTICES
Equity/Fairness
Assumption of equal intelligence & abilities
Interruption stoppers
Equity
To be treated the same as those who are usually
treated as `in power' or `more important'
Be aware of who you may assume to be `less than'
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
hogging the airtime); Assumed that all members
are intelligent and able
No talking over; No dismissing; No gaslighting; No
assumptions of intelligence or lack thereof
Using `oops/ouch'
Community
Building bridges takes open & honest
communication
Equity may be privileged over equality. If someone has
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 orpractice 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
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Budget Work plan Meeting 9/25/24
SCOPEOF WORK
5. F-Iropose to City Council, and when directed, convene public listening sessions on difficult community issues and recommend equitable and effective
actions.,
Proposal: Collaborate with existing organizations and community members
who are already working on relevant issues. This includes engaging with the comprehensive planning process and conducting community -informed listening
sessions to understand community needs better. Additionally, this involves making surveys and future engagement events more accessible by promoting them
through diverse channels and networks. Hosting these engagement and listening sessions will also help inform the development of an outside resource list to
assist community members.
Budget Proposal:
w Cost might include compensation for CBOand community members toparticipate
w Include staff time
m Aimee; might have separate listening sessions or our meetings are brought to the public
• Meeting ionot done otcity
• Aimeewnu|d|nvehohavesomebudgetingannundthe(whatmightthsdentai|?)
m Can make the outreach effort indifferent stages
~ Initial: let folks know who vveare and our goal/mission
� Richard; unsure how the city measures effectiveness ofthe city'ecurrent outreach plan
0 Are we out of order to recommend the city finds out how many people actually participate
�Barriers identification andpossible solutions f6rparticipation in City government andprograins.
Proposal:
This includes providing captions for Zoom meetings, translators for ESL (English as a Second Language) speakers, and
sign language interpreters. Addressing these barriers will facilitate greater participation in government processes by diverse community members.
Budget Proposal:
w Included hiring aconsultant for OBAssessment (see below).
4. Formulate recommendations to City Council, staff, and other advisory boards regarding equity, access, and rights edtdcation, training, and
resources.
Proposal: Implement a Diversity, Equity, and Inclusion (DEI) organizational assessment to evaluate the current EAR landscape within city operations and identi
areas for This includes DEI training for city council members, advisory board members, and city employees to foster a more inclusive environment.
The assessment will help identify overlooked issues (blind spots) and inform EAR board recommendations for subsequent training and education opportunities.
~ Best way seems to be to hire a consultant for a DEI assessment. Hiring an externalconsultant ensures uuobjective perspective, strengthening the
process's integrity and the `
• The City of Bremerton in 2024 (population-45,000) did this through a request for proposal process. They ultimately hired MFR Consultingz to
conduct the assessment and hired a local DEI expert as liaison between the city and MFR Consulting to "leverage community
connections and ensure the project stays on track". Budget per RFP was not to exceed $30,000.
• Appears to be both internal & external assessment
• Re nest fior ro osal
• Extended RFP
There can be both internal and/or external assessments
EAR Work Plan, 2025 : Budget -specific Items
1. Convene public listening sessions
2. Implement a Diversity, Equity, Inclusion and Accessibility (DEIA) organizational assessment
a. Internal Assessment
b. External Assessment
c. Combined Assessment
Project
Details
Considerations
Estimated cost
1) Convene public
4 sessions in 2025, to be ideally hosted
We have free access to:
• If hosted by Ft Worden:
listening sessions
by community organizations, but at city
• Cotton Building (capacity 100)
or rental spaces if needed:
• Pope Marine (capacity 75)
• If hosted by organizations:
*2 as part of regular EAR meetings
• Port Pavilion (capacity 100)
• If hosted by the city during usual
*2 as separate from EAR meetings
scheduled meeting:
Offering sessions as part of regular EAR
Plan for 100 people at each event
meetings will allow the public a better
• If hosted by the city outside of usual
understanding of how meetings are run,
scheduled meeting:
how they can engage during them.
Offering sessions separate from EAR
meetings, will allow for a broader solely
dedicated to listening in a format we
design.
II,,,,,,liisteiirsliis°s Session IllBui get I11 etaliillls
Costs based ot.i. rates f.bi" tic Golf Coli:aa"se opf.",G"n li.ousc
:.dveirfise:anetnt. leader, K.P'TZ, dlye,rit-gn
fi"ORT WO➢[1ID.3 E
"lC`iarauaa (.if day:
Per event
X #
e:a" W spaceand
dinldcarel*
$400 700
Food*
$400
Adve 6sec rieirrt
$600 p 200
City staffing
�I'O"1..,A L
ORGANIZATION
T'iiane, of day:
Per event
Xll
C, h n l d.c are''I
l,rr:rrad'I
$400
dverdserrnent"
$600 1200
City. Staffing
I111"O"l"% L,
1.li 1 Y lr f"1111,11"Y";"
Time of day:
Per event
X. ll
Cbnldc are*
Food*
$400
Mvert:sery.i.ei t*,r,
$600 1.200
City staffing
11 ➢[ t l"111 .L,
** needs to be sellwduled
Project
Details
Considerations
Estimated Cost
2a) Internal
As outlined in Resolution 23-027, `Scope of Work
Foundational for understanding the
Assessment - of
And Task Descriptions': 2c/2e/3/4/7
current EAR landscape.
"EAR landscape
within city
Two- pronged: DEI and accessibility assessment.
There can be an RFP process for
$18,950-$28,175
Hire a consultant who can deliver both.
selecting a consultant. See City of
operations":
Bremerton.
See MFR Assessment for more details
(among staff and
For example:
electeds.)
• Identify training for leaders and staff
• Equitable hiring practices
• Organizational culture
• Strategic resource review
Project
Details
Considerations
Estimated Cost
2b) External
As outlined in Resolution 23-027, `Scope of Work And
This can be incorporated into Project 1
Assessment - of
Task Descriptions' 2b/2f/4/5/6/7
"Listening Sessions" as a replacement
"EAR landscape
for listening sessions outside of EAR
$18,950-$28,175
within city
Facilitated dialogues with community members and
Board meetings.
community based organizations
See MFR Assessment for more
operations" (the
Important for fostering collaboration
details
public)
For example:
with community based organizations.
• Identifying barriers to access to city services
and government processes
• Identify needs and concerns of
underrepresented communities
• Perception of underrepresented community
members regarding equity and belonging
2C) Combined
As outlined in Resolution 23-027, `Scope of Work And
Recommended by consultants.
Internal and
Task Descriptions': 2b/2c/2e/2f/3/4/5/6/7
External
Potentially beneficial to hire a
$27,750-$41,375
Assessment- of
This combines both internal and external
community liaison.
(without consultant)
"EAR landscape
assessments
operations" (staff,
Will help establish a roadmap for
electeds, and the
potential future actions.
See MFR Assessment, for more
public)
details
Can serve as a baseline for measuring
progress.
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