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HomeMy WebLinkAboutEquity Anti-Racism Advisory Committee Minutes - 2023-01-25EQUITY & ANTI-RACISM ADVISORY COMMITTEE MINUTES January 25, 2023 CITY OF KITCHENER The Equity & Anti-Racism Advisory Committee met electronically this date, commencing at 5:30 p.m. Present: Ann Marie Beals, Avni Adams, Ayesha Munir, Danny Martin, Fiorella Benini, Leo Campbell, Paul Okoye, Saba Oji, Veronica Vasquez, Yexin Tan Absent: Oluseun Olayinka, Rida Rahman Staff: Rea Parchment, Committee Staff Liaison Amanda Drumond, Committee Administrator Marilyn Mills, Committee Administrator, Legislated Services Sophia Stanberry, Director, Equity, Anti-Racism & Indigenous Initiatives 1. INTRODUCTIONS R. Parchment convened the inaugural meeting of the new Equity & Anti-Racism Advisory Committee and welcomed all in attendance. A roundtable of introductions was held, and Committee members participated in an ice-breaker activity. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF R. Parchment advised of the Committeeresponsibility to disclose any conflicts of interest for applicable matters that appear on the agenda at the start of each meeting. An interest is defined as a positive or negative pecuniary (i.e., financial) interest that may affect the member or the memberspouse, child or parent. A member must identify the matter and state the nature of the interest. In addition to verbally declaring an interest, a member must also make the declaration in writing and provide it to the City Clerk to make the declaration publicly available. The City Clerk publishes the written declarations of conflict on the city Once an interest is declared, the member shall not participate in consideration of the declared agenda item, not influence consideration of the agenda item and not vote regarding the item. No conflicts of interest declared. 3. COMMITTEE MEETING FORMAT R. Parchment led a discussion with members to determine the preference for Committee meeting format going forward (in-person vs. virtual). Recommendation was made for meetings to remain in a virtual format for the next few months to better understand how the group operates as a Committee before making a final decision. If desired, the Committee can re-visit this item in the future to decide if meetings should change to in-person format. Committee members agreed to continue to meet virtually. 4. ADVISORY COMMITTEE TRAINING M. Mills, Committee Administrator, provided advisory committee training and orientation via a PowerPoint presentation. Topics covered were advisory committee role/reporting structure; roles and responsibilities of citizen members, staff liaisons and committee administrator; meeting procedures; Code of Conduct; and conflict of interest. 1 EQUITY & ANTI-RACISM ADVISORY COMMITTEE MINUTES January 25, 2023 CITY OF KITCHENER 5. ELECTION OF CHAIR AND VICE-CHAIR POSITIONS Discussion took place among Committee members regarding the Chair and Vice-Chair positions; Committee members indicated a preference for Co-Chair positions instead of Chair/Vice-Chair. Recommendation was made to wait until the next meeting to assign the Co-Chair positions; Committee members supported the recommendation. BREAK 6:33-6:40pm 6. TERMS OF REFERENCE REVIEW Members had previously been circulated with a copy of the Terms of Reference. R. Parchment led the Committee through the document and provided an overview of the Committee mandate, scope, and responsibilities. It was noted that the Terms of Reference can be amended but doing so will require City Council approval. R. Parchment reviewed the three main areas of the city that the Committee will work with, being: Supporting the workplan of staff in the Equity, Anti-Racism & Indigenous Initiatives (EARII) division; Supporting other city staff outside the EARII division in equity related matters; Making recommendations to City Council on equity related items. During the overview, R. Parchment responded to questions of clarification from members. In response to a question regarding recording of meetings, it was advised that meetings are not recorded, but the agendas and minutes are posted publicly online. 7. ELECTION OF CO-CHAIR POSITIONS (CONT.) At this time, R. Parchment opened the floor for nominations for the positions Co-Chair. S. Oji nominates self for Co-Chair. D. Martin nominates self for Co-Chair. V. Vasquez nominates self for Co-Chair. On motion by Y. Tan, and seconded by A. Adams It was resolved: D. Martin be appointed as Co-Chair of the Equity & Anti-Racism Advisory Committee for the 2022- 2024 term. On motion by F. Benini, and seconded by A. Munir It was resolved: V. Vasquez be appointed as Co-Chair of the Equity & Anti-Racism Advisory Committee for the 2022- 2024 term. R. Parchment will follow-up with both Co-Chairs regarding details of a planned training session coming up on February 9, 2023. 2 EQUITY & ANTI-RACISM ADVISORY COMMITTEE MINUTES January 25, 2023 CITY OF KITCHENER 8. PREVIOUS COMMITTEE DEBRIEF & HONORARIUMS S. Stanberry, Director, joined the meeting and gave a brief introduction and high-level background about her experience/history; returning Committee members were thanked and new Committee members were welcomed. S. Stanberry spoke to the workplan that was completed by the previous Committee, and it was advised that the new term of the Equity & Anti-Racism Advisory Committee will not create a workplan but will support the strategic workplan of the EARII division staff team. Comment was made regarding closing the communication gap between engagement with Committee members and city staff reporting back on the actions that have resulted or have been implemented because of Committee recommendations. S. Stanberry then provided an update on the honoraria for committee members; it was advised that an advisory committee compensation review is currently underway at the city to research best practices and implement a corporate-wide policy going forward. Comment was made about ensuring that an equity lens is applied to the compensation review, honoraria should not necessarily be equal across all advisory committees. 9. SUGGESTIONS FOR FEBRUARY AGENDA R. Parchment put out the call for agenda items, the following items were put forth: EARII division staff members to be invited to next meeting Rules of engagement; structure of the meetings Ways that Committee members would like to interact and engage with city staff and Council Black Heritage Month events at the city RISE Fund community grant 10. ADJOURNMENT The meeting adjourned at 7:41 pm. A. Drumond Committee Administrator 3 Mfhjtmbufe!Tfswjdft 3133.3134!Bewjtpsz!Dpnnjuuff!Usbjojoh Sfqpsujoh!Tusvduvsf!Djuj{fo!Nfncfst!Dpvodjm!SfqsftfoubujwftTubgg!MjbjtpotDpnnjuuff!BenjojtusbupsBhfoebt!Ejtdmptvsf!pg!Qfdvojbsz!JoufsftuEfcbuf!boe!EjtdvttjpoNpujpot!WpujohNjovuft Bewjtpsz!Dpnnjuuff!SpmfSpmf!boe!Sftqpotjcjmjujft!Nffujoh!QspdfevsfDpef!pg!DpoevduDpogmjdu!pg!Joufsftu 2/3/4/5/6/ Bhfoeb Qspwjef!bewjdf!boe!sfdpnnfoebujpot!up!dpvodjm!boe!tubggEfwfmpq!boe!jnqmfnfou!xpsl!qmboHpwfsofe!cz!b!ufsnt!pg!sfgfsfodf Bewjtpsz!Dpnnjuuff!Spmf Dpvodjm Nffujoht Djuz!Dpvodjm! QTJDDJTD GDTD Tuboejoh! 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