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2023.12.19 Inclusion and Diversity Commission Work Session Packet 4141 Douglas Drive North • Crystal, Minnesota 55422-1696 Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov Posted: Dec. 15, 2023 City Council and Inclusion and Diversity Commission Joint Work Session Agenda Tuesday, Dec. 19, 2023 Immediately following the City Council meeting Upper Community Room Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter, the joint work session of the Crystal City Council and Inclusion and Diversity Commission was held on Tuesday, Dec. 19, 2023, at ______ p.m. in the upper Community Room at City Hall, 4141 Douglas Dr. N., Crystal, MN and via Zoom. The public may attend the meeting via Zoom by connecting to it through one of the methods identified on the Notice of City Council and Inclusion and Diversity Commission Joint Work Session for Dec. 19, 2023. I. Attendance Council members ____ Budziszewski ____ Cummings ____ Eidbo ____ Kamish ____ Kiser ____ Onesirosan ____ Adams Staff ____ Bell ____ Gilchrist ____ Therres ____ Elholm ____ Larson ____ Perkey ____ Revering ____ Sutter Inclusion and Diversity Commission ____ Cameron ____ Haltson ____ Paul ____ Slupske ____ Sminesvik II. Agenda The purpose of the joint work session is to discuss the following agenda item: 1. Commission status update and 2024 Work Plan. III. Adjournment The joint work session adjourned at ______ p.m. Auxiliary aids are available upon request to individuals with disabilities by calling the city clerk at (763) 531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529. 4141 Douglas Drive North • Crystal, Minnesota 55422-1696 Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov Posted: Dec. 15, 2023 City of Crystal Notice of City Council and Inclusion and Diversity Commission Joint Work Session Dec. 19, 2023 NOTICE IS HEREBY GIVEN that the City Council of the City of Crystal will hold a joint work session on Tuesday, Dec. 19, 2023, immediately following the City Council meeting, in the upper Community Room at City Hall, 4141 Douglas Dr. N., Crystal, MN and via Zoom. The public may attend the meeting via Zoom by connecting to it through one of the methods identified below. Topic: Crystal City Council and Inclusion and Diversity Joint Work Session Time: Dec. 19, 2023, immediately after the City Council meeting, Central Time (US and Canada) Join Zoom Meeting: https://us02web.zoom.us/j/81049718568?pwd=cHpiNXlHNTU0WXEzSHk3OW5YbndoQT09 Meeting ID: 810 4971 8568 Passcode: 630364 One tap mobile: +13017158592,,81049718568#,,,,*630364# US (Washington DC) +13052241968,,81049718568#,,,,*630364# US Dial by your location: +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 931 3860 US +1 929 205 6099 US (New York) +1 564 217 2000 US +1 669 444 9171 US +1 669 900 6833 US (San Jose) +1 689 278 1000 US +1 719 359 4580 US +1 253 205 0468 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 360 209 5623 US +1 386 347 5053 US +1 507 473 4847 US Find your local number: https://us02web.zoom.us/u/kbISMOEIPw Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763) 531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529. Memorandum DATE: December 13, 2023 TO: Mayor and City Council FROM: Adam R. Bell, City Manager SUBJECT: Inclusion and Diversity Commission status update and 2024 Work Plan ___________________________________________________________________ BACKGROUND The Inclusion and Diversity Commission (I&DC) was established in June of 2022, and after the initial commissioners were appointed, it has been meeting almost monthly throughout 2023. Much of the I&DC’s 2023 activity has been learning about and discussing the existing diversity and inclusion outreach and attending city events to introduce and promote the commission. According to the Commission’s bylaws, the Commission must adopt an annual work plan and submit the proposed work plan to the Council for approval. To formulate a work plan for 2024, the Commission would best be served by receiving input from the Council on areas in which it should focus its efforts. While the ordinance and bylaws provide general guidance and duties, if the council has specific direction for the I&DC, it would provide clearer expectations for achieving its purpose. No formal action is required. ATTACHMENTS Ordinance No. 2022-03 An Ordinance Establishing the Inclusion and Diversity Commission Inclusion and Diversity Commission Bylaws and Operational Procedures Inclusion and Diversity Outreach Efforts (2022) CITY OF CRYSTAL ORDINANCE No. 2022 -03 AN ORDINANCE ESTABLISHING THE INCLUSION AND DIVERSITY COMMISSION The City of Crystal ordains : ARTICLE I. Legislative Findings. 1.01. Pursuant to Section 2.02 of the Crystal C it y Charter: "The council may by ordinance estab lish boards or commissions to advise the council." 1.02. Chapter Ill , Section 305 of the City Code provides for the creation and operation of City commissions. 1.03. The City Counci l determines it in the best interests of the City to establish a commission to assist the City Counci l in fostering a community that is safe , welcoming to all members , and dedicated to protecting against civil rights violations and discrimination. ARTICLE II. Commission Established. The City Council hereby establishes a commission as follows: 2.01. Establishment. The Inclusion and diversity Commission ("Commission") is hereby estab li shed for the City of Crystal. The Commission may also be referred to as the "I&D Commission." 2.02 . Purpose. The purpose of the Commission is to promote and nurture a safe and welcoming community dedicated to fighting discrimination and civil rights violations by government, businesses , and other institutions doing business in the City of Crystal. 2.03. Duties. The Commission shall advise and make recommendations to the City Council in matters relating to outreach , equality , and civil rights. In accordance with its bylaws and annual work plan, and through the collaboration and cooperation of City staff and City Council , the Commission shall: (a) Regularly review and evalu ate the City 's community outreach methods and activities to ensure messaging reaches all populations and provide inclusive participation opportunities. (b) Anal yze the City's processes , proc edures , policies , and ordinanc es as directed by th e City Council on matters of equality and civi l rights. CR205-30-792 002 . v8 (c) Inform the City Council of policies or practices that result in discrimination or adverse treatment of any citizens or businesses based on subjective or arbitrary standards , criteria, or requirements. Discriminatory policies or practices may include, but are not limited to , the following: those based on a person 's race , ethnicity , or sexual orientation ; participation or membership in a club , association , or other organization ; political affiliations or beliefs; ideas or views expressed in social media postings ; a person 's place of employment ; limiting access to or use of credit or other financial resources ; or through the implementation of environmental , social , and governance criteria. ( d) Present to the City Council the results of the Committee 's findings and recommend changes to City programs , procedures, policies , or ordinances based on those results ; (e) Communicate the City 's outreach, equality , and civil rights work , and facilitate community engagement and feedback as approved by the City Council; and (f) Collaborate with organizations and facilitate discussion within the community on issues of equality and civil rights . 2.04. Members . The Commission shall be made up of seven members appointed by the City Council. Prospective members will participate in the application and interview process established by the City Council. The Commission shall be appointed on an at large basis. 2.05. Qualifications . Commission members must be residents of the City, or owners of businesses within the City , and be at least 15 years old. 2.06. Removal. Commission members may be removed from the Commission, with or without cause, upon a majority vote of the City Council. 2.07. Vacancies . The City Council will appoint to fill any vacancies occurring on the Commission. The person appointed to fill a vacancy shall serve the remainder of the unexpired term. 2 .08. Reappointment. A member seeking reappointment shall be required to work through the application and interview person in the same manner as any other applicant for the position. 2.09 . Term. Commission members shall be appointed to a three-y ear term. Terms shall commence on January I. A member shall serve until their succ e ssor is appointed and qualified . Terms shall be staggered as follows to help ensure continuity in the Commission 's work : ( a) Two terms shall expire on December 31 , 2023. (b) Two terms shall expire on December 31 , 2024 . CR2 05-3 0-792 002. v8 (c) Three terms shall expire on December 31 , 2025. 2.10. Other Commissions. Commission members may not serve on other City boards or commissions concurrently with serving on the Commission. 2.11. Compensation. Commission members shall serve without compensation and are not eligible for reimbursement of expenses incurred in conducting the work of the Commission. 2 .12. Liaisons. The Commission shall have a liaison as appointed by the City Council. 2.13. Operations . The Commission shall conduct itself in accordance with this ordinance , Section 305 of the City Code , and all other applicable laws and ordinances. ARTICLE III . Effective Date. This ordinance is effective upon adoption and 30 days after publication. This is a special ordinance and shall not be codified in the City Code. First Reading: June 7 , 2022 Second Reading: June 21 , 2022 Council Adoption: June 21 , 2022 Publication Date: June 30 , 2022 Effective Date: July 30 , 2022 ATTEST: Christina Serres , City Clerk CR205-30-792 00 2. v8 BY THE CITY COUNCIL Jim Adams , Mayor 1 CR205-30-792002.v8 CITY OF CRYSTAL INCLUSION AND DIVERSITY COMMISSION BYLAWS AND OPERATIONAL PROCEDURES ARTICLE 1 MISSION AND DUTIES 1.1 Mission. The Crystal City Council adopted Ordinance No. 2022-03 (“Ordinance”) on June 21, 2022 to establish the Inclusion and Diversity Commission (“Commission”). The Commission may also be referred to as the “I&D Commission.” The Ordinance is attached to and made part of these Bylaws and Operational Procedures (“Bylaws”). The mission of Commission is to represent our multicultural community, to promote and nurture a safe and welcoming community dedicated to fighting discrimination, civil rights violations by government, businesses, and other institutions doing business in the City of Crystal 1.2 Duties. The Commission is advisory to the City Council and its duties are set out in the Ordinance. The Commission must conduct its business in accordance with Section 305 of the Crystal City Code and other applicable laws. ARTICLE II MEMBERS AND TERMS 2.1 Appointment of Members. The City Council is to appoint seven members to the Commission. The City Council evaluates potential members using the application and interview process established by the City Council. The appointed members serve at the pleasure of the City Council, are volunteers (not City employees), and are not entitled to any compensation or reimbursement of expenses. Only members personally present at a meeting may vote, no proxies or alternate members are allowed. 2.2 Terms. Appointments are made effective January 1 of each year. The City Council shall appoint regular members of the Commission for three-year staggered terms. The terms of Commission members are fixed and determined at the time of appointment in accordance with the Ordinance. The City Council fills any vacancies that may occur by appointment for the unexpired terms. A vacancy shall be deemed to exist if a regular member ceases to meet residency requirements. ARTICLE III OFFICERS 3.1 Officers. The Commission shall elect a Chairperson and Vice-Chairperson from among its members at its regular annual meeting (no later than the second meeting after January 1 in each 2 CR205-30-792002.v8 year). The Chair and Vice Chair positions rotate, and members may only serve two consecutive years as the Chair or Vice-Chair. Should the office of Chair or Vice-Chair become vacant, the Commission shall elect a successor from its membership at the next regular meeting and such election shall be for the unexpired term of said office. Officers may also delegate duties of their position to other Commissioners as deemed appropriate by the Commission. (a) Chair Responsibilities. The Chair is responsible for the following: (1) Working with staff liaisons to develop meeting agendas; (2) Conducting and presiding at all meetings; (3) Ensuring the Commission conducts its activities within the stated mission and bylaws of the Commission; (4) Monitoring and ensuring the progress of the Commission; and (5) Reporting to the City Council. (b) Vice-Chair Responsibilities. The Vice-Chair is responsible for the following: (1) Performing the duties of the Chair in the absence or incapacity of the Chair; and (2) Performing all other duties as prescribed by the Commission. ARTICLE IV MEETINGS 4.1 Meetings. All meetings of the Commission shall be conducted in accordance with the Minnesota Open Meeting Law and City Code. This means all discussion of Commission business among a quorum of members must occur at a meeting which has been posted and is open to the public. The presence of a majority of all regular members currently appointed to the Commission shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes. In the event a quorum is not reached, a smaller number of members may meet to have informal discussion; however, formal action shall not be taken and must be reserved for such time as when a quorum of the Commission is reached. A quorum of members should not discuss Commission business by email, forms of social media, telephone, or informal meetings. Commission meetings may be cancelled by the staff liaison if there are no items on the agenda for discussion. 4.2 Regular Meeting. The regular meeting of the Commission shall be held on the first Wednesday of every month at City Hall at 6:30 pm. The Commission may, by a majority vote, 3 CR205-30-792002.v8 change its regular meeting dates or times for any reason provided proper public notice of the change is provided. 4.3 Annual meeting. The annual meeting of the Commission shall be a regular meeting, typically the first meeting after January 1 of each year, at which time officer elections will be held. 4.4 Special Meetings. A special meeting of the Commission may be called by the Chair, two members, or by the City Council for the purpose of transacting any business designated in the meeting notice. The notice for all special meetings shall be posted in compliance with the Minnesota Open Meeting Law. The staff liaison shall notify Commissioners at least three days prior to the meeting of the date, time, place and purpose of the special meeting. 4.5 Attendance. Members are expected to attend all meetings, including the annual Commission meeting. If a member is unable to attend a meeting, they should contact the staff liaison, who will inform the Chair. Staff liaison will track attendance at each meeting. 4.6 Agenda. The agenda for regular and special meetings of the Commission shall be prepared by the staff liaison. Items to be placed on the agenda may be proposed by the Chair, a Commission member, the staff liaison, or at the request of the City Council. Residents, businesses, and other interested parties may contact the staff liaison to request that an item be placed on the agenda for consideration. All agenda topics presented by the City Council will be placed on the agenda for consideration. Agenda topics requested by other parties will be placed on an appropriate future agenda at the discretion of the staff liaison. The agenda shall be approved at each meeting prior to discussion of any items on the agenda. At the time of agenda approval, items may be removed, and the order of business may be modified by a majority vote of members present at the meeting. No item shall be added to the agenda unless deemed as urgent by the staff liaison. Prior to adjournment, members present may communicate items recommended for inclusion on future agendas. 4.7 Recordkeeping. All minutes and resolutions shall be in writing and shall be kept in accordance with applicable laws, rules, and City procedures. 4.8 Work Plan. The Commission will draft an annual work plan that details proposed activities and projected timelines for the upcoming year. The Commission shall submit the work plan to the City Council for review and approval. The Commission shall annually report to the City Council on its progress completing the items identified in the approved work plan. ARTICLE V PERFORMANCE 5.1 Performance of Duties. Commission Members are expected to adequately prepare for and attend meetings. Commission Members unable to complete an assigned task should notify Commission chair as soon as possible. The Commission staff liaison may ask the City Council to 4 CR205-30-792002.v8 review a Commission Member’s appointment based upon their assessment of significant lack of performance. 5.2 Meeting Attendance. The City Council may remove a Commission Member who fails to attend three consecutive meetings of the Commission without being excused by the Chair, City Manager, or City Clerk. ARTICLE VI ADVISORY 6.1 Advisory. The Commission is advisory to the City Council. The Commission has no other official status or independent authority other than to gather, discuss, and make recommendations to the City Council. ARTICLE VII AMENDMENTS AND REVISIONS 7.1 Amendments and Revisions. The Commission will review these bylaws no later than the second meeting after January 1 every three years. Members may present recommendations for changes and amendments. These bylaws can be altered or amended by any regular monthly Commission meeting with a majority of members present, provided that notice of proposed changes and amendments is provided to each member at least 10 business days before the meeting. The Council must review and approve any changes to, and has final authority regarding, these bylaws. Adopted on the _____ day of _____________, 2022. Chairperson Inclusion & Diversity Outreach Efforts Community Group Interaction:  Hispanic Advocacy and Community Empowerment through Research (HACER) – met in person and communicate occasionally.  African Career Education and resources (ACER) – met in person and have tried to coordinate programs.  Cedarwood Apartments  Kentucky Lanes Apartments  Caliber Chase Apartments  Mr. Cleanhouse  Night to Unite – 70 plus neighborhood block parties in all areas of Crystal. Meet with and photograph residents where they are in the community.  Adult Academic Learning Center  Churches Public Relations and Marketing:  City, Recreation and Police Social Media accounts include Facebook, Instagram, Twitter, Youtube and Nextdoor. o Member of Latinas on the Move MN and Mujeres Latinas Unidas MN o Annual social media campaigns promoting diversity‐related days of celebration, including African American History Month, LGBTQ Pride Month, Juneteenth, National Hispanic‐Latina Heritage Month, American Indian Heritage Month and much more.  City, recreation and police websites include Google Translate, offering 16 language options.  City newsletter and brochure go to every household in the city, including apartments and rental properties.  Offer stories, news releases and more to Crystal/Robbinsdale SunPost with a large, diverse readership throughout the city.  Promote and attend the city’s semi‐annual conversation about diversity, equity and inclusion facilitated by ImpactLives, a local non‐profit that seeks to advance understanding of diversity, equity and inclusion.  Work with Joint Community Police Partnership liaison Nneka Onuma on marketing and production of marketing materials for inclusive‐related community events and initiatives.  Translation of events, programs, rentals, and pool info in the 2022 Spring/Summer brochure (HC Step To It funded) o Information also posted online as applicable.  Paid marketing through La Jefe Radio, including social media posts and FB Live for the Farmers Market (funded through a private grant).  Joint promotion of inclusive events and projects with Robbinsdale Area Schools.  Paid marketing through Univision for the Farmers Market (funded through a private grant) and Crystal Cove Aquatics Center.  Updated Park Rules signs in Spanish at Community Parks.  Two ongoing podcasts with the mayor and first responders on varying topics, including women in emergency roles and a conversation on equity and inclusion.  Translated “Welcome” on tent and table cover (HC Step To It funded).  Community Center Marquee Message Board visible to local traffic and pedestrians includes promoting inclusive and diverse programming and initiatives.  Brochures, fliers and posters are occasionally distributed to local businesses: o Supermercado y Panderioa Loma Bonita o La Michelada Rose o NICE Family African Market o Domini’s Tax Service o African Food & Gifts o Metro Women’s Clinic Recreation Programming:  Contract with a local black Muslim artist to curate a Friday Crystal Frolics performance.  Reggae‐inspired headlining group at Crystal Frolics  Food Access o edible courtyard  culturally diverse vegetables o Find your Five ‐ HC Grant  fruit trees at Bassett Creek  Latino Farmer at Market (through Hennepin County)  Non‐Binary option for registrants o Effort to non‐gender programming  Bi‐lingual mindfulness walk (HC Step To It funded)  Multilingual placemaking – sidewalk art in multiple languages (MRPF Grant Funded)  Power of Produce days at the Farmer’s Market (MEDICA Sponsorship) o Local Puerto Rician children's author o Free mobile library – with an infusion of Hispanic books  Sled library at Valley Place Park  Local Author series – using more diverse local authors  Inclusion of diverse entertainers at special events o Aztec dancers  Gender flexibility with adult athletic leagues  Added an Orchard at Bassett Creek Park (HC Find Your Five funded)