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Agenda Item - 2019-05-21 (14) 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city Subject: Resolution 19-31; Establishing a Diversity, Equity, and Inclusion Task Force Meeting Date: May 21, 2019 Staff Member: Megan Phelan, Assistant City Manager Department: City Manager’s Office Action Required Advisory Board/Commission Recommendation ☐ Motion ☐ Approval ☐ Public Hearing ☐ Denial ☐ Ordinance ☐ None Forwarded ☒ Resolution ☒ Not Applicable ☐ Information Only Comments: ☐ Council Direction ☐ Consent Agenda Staff Recommendation: Adopt Resolution 19-31. Recommended Language for Motion: Move to adopt Resolution 19-31 establishing a Diversity, Equity, and Inclusion Task Force. Project / Issue Relates To: ☒ Council Goals/Priorities ☐Adopted Master Plan(s) ☐ Not Applicable EXECUTIVE SUMMARY In January the Council established a goal for 2019 to establish a Diversity, Equity, and Inclusion (DEI) Task Force. In February, Council passed Resolution 19-10 which established an ad hoc subcommittee to identify work to assign to the task force and determine how to recruit members to serve on the task force. The ad hoc subcommittee met twice and their recommendations are now before the full City Council for consideration and adoption. BACKGROUND In alignment with Council’s goal to appoint a task force on diversity, equity, and inclusion, the Mayor, with Council consent, established an ad hoc subcommittee. The purpose of the ad hoc 7.3 Page 2 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city subcommittee is to identify work to assign to a task force focused on diversity, equity, and inclusion, and determine how to recruit members of the task force. Members appointed to the ad hoc subcommittee included the Mayor, Councilor Kohlhoff, Councilor Manz, and Councilor Nguyen. The ad hoc subcommittee’s met twice and has recommendations for full Council consideration and approval. DISCUSSION The ad hoc subcommittee recommends that the DEI Task Force focus on two tasks: • Identify barriers to participation on the City’s Boards & Commissions. Make suggestions to reduce or eliminate those barriers. • Identify methods by which to increase the applicant pool for City job openings. Make suggestions on how the City can increase their applicant pool. With regards to recruitment of DEI Task Force members, the ad hoc subcommittee expressed an interest in having a diverse group of people that support the interests of underrepresented groups in the community. Specifically, they desire to have a representative from the following groups of people: • Older adults – defined as those 55 years or older. • Youth – defined as those 18 to 25 years old. • People with Disabilities – this includes caretakers of people who are disabled. • Women – defined as those who identify with the female gender. • People of Color. • Parent – defined as those who have school aged children in a public or private school located in Lake Oswego. • Business Owner – defined as someone who owns and operates a business in Lake Oswego. Does not have to live in Lake Oswego. • Sexual Orientation (LGBTQ). • Faith/Religious – defined as someone who is active in their faith or religious community that is located in Lake Oswego. Does not have to live in Lake Oswego. • Socioeconomic. In general, the subcommittee expects that people who serve on the DEI Task Force that represent these groups of people will reside in Lake Oswego. As noted above, there are two exceptions: Business Owner and Faith/Religious. In addition to the above list, there will be one Council liaison assigned to the DEI Task Force. The Councilor assigned to the liaison role will be determined by the Mayor. The ad hoc subcommittee recommends that the recruitment process for the DEI Task Force proceeds as follows: • The City will open the recruitment process upon passage of this resolution. • The City will use a slightly modified Boards and Commissions Application (Attachment A). The modifications to the application are specific for the DEI Task Force. Page 3 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city • The application will include the following supplemental question: o “The City Council has an interest in having a diverse group of people serve on the task force. Specifically they want representation from the following groups: Older Adult, Youth, People with Disabilities, Women, People of Color, Parent, Business Owner, Sexual Orientation, Faith/Religious, and Socioeconomic. Please attach a paragraph identifying which group (or groups) you identify with, and why you think you are the best to represent the interests of that group.” • The recruitment process will be open for no longer than 6 weeks. • Each candidate that submits an application before the deadline will receive an interview. • Interviews will be approximately 15 minutes long. • Interview questions will be standardized and include the following questions: o Tell us about yourself. o Tell us which group(s) you identify with and why you think you are the best person to represent the interest of that group? o The Task Force will focus on two items and is expected to complete their work in 6 months. Can you make a commitment to this Task Force?  If the response from the candidate is no, the follow-up will be “How can we accommodate you?” • If any of the members of the interview panel do not think the answer to an interview question was complete or if they were not clear on the answer, the panelist may ask the candidate to say more or to elaborate on a specific point. • Upon conclusion of all the interviews, the interview panel will select people that they think best represent the groups identified. Selection criteria will include communication skills, being a good representative of the group they identify with, and other skills the candidate offers that will positively impact the work assigned to the DEI Task Force. • If one candidate represents more than one group, the interview panel can chose to reduce the number of people that will serve on the DEI Task Force, select more than one person to represent a specific group, or add additional task force members should it be discovered that certain demographics were not being represented. The ad hoc subcommittee did not determine who should be on the interview panel. Staff recommends that three members of the ad hoc subcommittee serve on the interview panel, as determined by the Mayor. Once DEI Task Force members have been selected they shall begin work to the two tasks. The ad hoc subcommittee expects that the DEI Task Force can complete this work within 6 months of the Task Force being established, and if they require more time to accomplish their tasks, the DEI Task Force shall come before the City Council to request approval to continue beyond this timeframe. The DEI Task Force will meet at least once per month, with the option to convene more often if necessary. At the conclusion of the 6 months, unless otherwise notified, Page 4 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city representatives of the DEI Task Force shall report back to the City Council on their findings and suggestions. ALTERNATIVES There are several alternatives the Council can consider in terms of the work that is assigned to the DEI Task Force. The ad hoc subcommittee felt strongly that the scope of work should be narrow and focused, however, the Council can decide to expand the scope and assign additional tasks. There are also several alternatives the Council can consider regarding the recruitment process. One alternative is to accept all candidates that express interest and apply to serve on the DEI Task Force. The main advantage to this approach is every will be included. The potential down side is that might create a very large committee. Another alternative is to assign a number to each candidate that applies to the DEI Task Force and select the numbers by a random lottery system. Those applicants with a chosen number are selected for the DEI Task Force. The main advantage to this approach is everyone has the same opportunity to participate, however, there is less control over what underrepresented groups get represented on the DEI Task Force. And yet another alternative is to have members of the ad hoc subcommittee or the City Council hand pick members of the community to serve on the DEI Task Force. The main advantage to this approach is it will save time in that there would not be a need for a recruitment and interview process. The potential down side is the perception from members of the community that people are selected due to favoritism or due to some special right or relationship. FISCAL IMPACT There is no fiscal impact other than staff time to support the DEI Task Force. RECOMMENDATION Adopt Resolution 19-31. ATTACHMENTS 1. DEI Task Force Application. 2. Resolution 19-31. Task Force Application First Name * Last Name * Residential Address * Residence is Mailing Address?* Telephone * Mobile Work Phone Email Address * Educational Background * Professional or Vocational Background * Personal Data US Citizenship is not required. City State / Province / Region Postal / Zip Code Country Street Address Address Line 2 Yes No Skills and Experience Preview Mode: Data entered will not be submitted. Preview Page 1 of 2 https://www.ci.oswego.or.us/FormsLF/form/preview/126/0 5/8/2019DRAFTATTACHMENT 1 Prior Civic Activities * Additional activities that make you a good candidate for this position * The City Council has an interest in having a diverse group of people serve on the task force. Specifically they want representation from the following groups: Older Adult, Youth, People with Disabilities, Women, People of Color, Parent, Business Owner, Sexual Orientation, Faith/Religious, and Socio-Economic. Please describe which group (or groups) you identify with, and why you think you are the best to represent the interests of that group.* Other comments? Signature * Submit Save as Draft Sign Preview Mode: Data entered will not be submitted. Preview Page 2 of 2 https://www.ci.oswego.or.us/FormsLF/form/preview/126/0 5/8/2019DRAFT RESOLUTION 19-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE OSWEGO ESTABLISHING A DIVERSITY, EQUITY, AND INCLUSION TASK FORCE WHEREAS, the City Council has a goal to appoint a task force on diversity, equity, and inclusion NOW THEREFORE, BE IT RESOLVED by the Lake Oswego City Council that: Section 1. A Diversity, Equity, and Inclusion Task Force is established, with the task of identifying barriers to participation on the City’s boards and commissions, making suggestions to reduce those barriers, identifying methods to increase the applicant pool for City job openings, and making suggestions on how the City can increase the diversity of its applicant pool. Section 2. The Diversity, Equity, and Inclusion Task Force will consist of 10 diverse members who support the interests of underrepresented groups in the community, and one Council liaison. Section 3. City staff shall establish a recruitment process for the task force membership based on the recommendation of the ad hoc subcommittee. Section 4. The task force shall complete the work identified in Section 1 of this Resolution within six months of the effective date of this Resolution, and shall report its findings and suggestions to the City Council. Section 5. The term of the task force shall extend from its establishment through the date it delivers its report to the City Council under Section 4 of this Resolution. Section 6. This Resolution shall take effect upon passage. Considered and adopted by the City Councilors of the City of Lake Oswego at a regular meeting held on the 21st day of May, 2019. AYES: NOES: ABSTAIN: EXCUSED: ______________________________ Kent Studebaker, Mayor ATTEST: ______________________________ Anne-Marie Simpson, City Recorder APPROVED AS TO FORM: ____________________________ David Powell, City Attorney ATTACHMENT 2