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Agenda Item - 2021-11-22 - Number 2. - Approval of Meeting Minutes 2. EQs o � Diversity, Equity & Inclusion Advisory Board O Meeting Minutes October 25, 2021 cEGOtJ Advisory Board members present: Anil Shah, Pat Ginn, Kimvi To, Sonal Haladay, Michael Hanada, Kristine Artman, Jason Bush, Megan Tian, and Lisa Strader. Staff present: Guilian del Rio: Equity Program Manager; Martha Bennett: City Manager; and Megan Phelan: Assistant City Manager. Absent: Humza Emad, Courtney Fuller Council Liaison: Joe Buck I. Call to Order/Roll Call II. Approval of Meting Minutes—September 27,2021 Anil Shah moved to approve the minutes, Sonal Haladay seconded the motion. Minutes from September 27,2021 were unanimously approved by voice vote. III. Elect Chair and Co-Chair Sonal Haladay, Kimvi To and Michael Hanada nominated themselves to be vice chairs. Kristine Artman motioned to have Sonal Haladay and Kimvi To be Vice Chairs. Selections were approved by voice vote. Action: Guilian del Rio to update roster with new Vice Chairs. IV. Boards and Commissions Goal Setting Explanation-City Manager Martha Bennet and Mayor Joe Buck Council will meet January 22, 2022 to discuss goals and would like to hear from Boards and Commissions.The DEI Advisory Board must come up with a list of goals that they would like to present to the Council. Early January,the Council will host a summit where all Commission and Advisory Boards will be present. Council will analyze all goals and call representatives from all Boards and Commissions to discuss overarching themes of goals. V. Explanation of Robert's Rules, Public Meetings, Ethics and Public Records—Jason Loos The City of Lake Oswego uses Robert's Rules of Order during Public Meetings. Under these rules, the Chair will control the public meeting and comment. Public Meeting rules require that meeting be available to public and there be allocated time for public to speak. 5 or more Board members cannot meet and discuss Advisory Board business without considering it a public meeting and allowing public viewing. Best practice is to email staff liaison to send out a group email to everyone. All emails sent by Board members are considered public and can be accessed by public. Board members should abstain from creating public forums on personal social media pages since this will violate public meeting rules. Action: Guilian del Rio will forward Robert's Rules of Order presentation to group. VI. Overview of DEI Task Force Recommendation Report—Megan Phelan DEI Task Force was established in February 2020 and conducted community surveys, focus groups and employee feedback to analyze DEI practices. The DEI Task force made recommendations in the following areas: Boards and Commissions Human Resources Community Engagement Facilities and Programs Youth Engagement In order to reach the goal setting deadline,the DEI Advisory Board decided that they will divide the recommendation report by subgroups, prioritize recommendations and report their findings back to the larger group. Members will review DEI Task Force's Recommendations report before November 22, 2022 meeting. Each member will send Guilian del Rio their top 3 choices of recommendation areas they'd like to work on by October 29,2022 in order to be added to a subgroup. Members can choose to participate in multiple subgroups. VII. Establish Future Meeting Dates Jason Bush moved to establish December 13, 2021 as the official December meeting date. Megan Tian seconded the motion and date was unanimously approved by voice vote. Action: Guilian del Rio will schedule Zoom meetings for November and December meetings and will make vice chairs panelists. VIII. Set Next Meeting Date Next meeting date will be November 22, 2021 via Zoom at 6:00pm—8:00pm Action: Guilian to update Sonal Haladay and Kimvi To as vice chairs on the DEI Advisory Board roster. Action: Guilian to forward City Attorney,Jason Loos' presentation of Robert's Rules of Order to group. Action:Advisory Board members will send top 3 recommendation choices to Guilian to be placed in 1 of 5 recommendation areas established in the DEI Task Force's Recommendation Report. Meeting adjourned at 7:57 p.m. Respectfully Submitted, Guilian del Rio Equity Program Manager City of Lake Oswego